Confidential Administrative Assistant Jobs

Description
The Superior Court of California, County of San Bernardino is seeking internal qualified and interested candidates for the position of Confidential Administrative Assistant. This recruitment will remain open until May 21, 2023, at 11:59 PM or until a maximum of 100 applications have been received.
Salary Updates
4% COLA increase effective September 2023; approximate hourly rate range from $60,869.42 - $77,699.76
3% COLA increase effective September 2024; approximate hourly rate range from $62,695.50 - $80,030.75
Benefit Highlights
About The Position
Under general supervision, performs a variety of complex and diverse confidential secretarial and admin istrative support functions for executive managers, often in a sensitive and rapidly changing environment; provides administrative support to management staff and a presiding judge as required; coordinates administrative programs and performs related duties as required.
A Confidential Administrative Assistant performs routine to difficult and complex work in the support of a department head or member of executive management where the position has regular access to confi dential information relating to the Court's employer/employee relations rules and policies. Work is often of a confidential nature and requires a detailed understanding of various departmental policies, procedures and regulations in order to interpret and apply them to a variety of situations. Duties and responsibilities are carried out with considerable independence within a framework of established policies and proce dures.
For full position details, please review the job description by clicking this link .
Essential Functions
Typical duties of the Confidential Administrative Assistant may include, but are not limited to:
Maintains calendars for assigned executives; arranges, schedules and confirms meetings, appoint ments and conferences; assists with audio/visual equipment setup as necessary; prepares meeting materials and agendas; takes meeting notes as required; types and distributes minutes.Coordinates or assists with various projects or ongoing programs including Employee of the Month, Judicial Parking and Community Outreach; researches, compiles, arranges and computes data and prepares reports; orders necessary supplies for presentations.Prepares various monthly reports; ensures proper and timely completion; reviews department processes and forms; creates, revises and recommends changes to improve efficiencies.Reviews judicial leave requests and obtains Presiding Judge's approval; updates information in track ing system and prepares Judicial Leave Schedule for twice-monthly distribution.Coordinates Administrative and Public Records requests; checks Public Records email regularly; maintains and tracks requests and works with Chief Counsel as required.Coordinates assigned judges' coverage with the Judicial Council and courthouse staff; processes judges' claim forms and submits to the Judicial Council for payment; coordinates the annual eval uation process with the Presiding Judge and Court Executive Officer and submits approved reports to the Judicial Council.Handles highly confidential information regarding personnel matters, labor relations, controversial issues, individuals and/or projects with Court-wide implications; renders confidential assistance to the executive office as necessary.Answers correspondence on own initiative in accordance with general policies and procedures or from general instructions; composes reports and budget justifications.Composes brief, factual correspondence following general directions or notes; types letters, reports, numerical and technical materials and minutes from drafts, shorthand or recorded dictation; takes dictation as required; proofs and corrects material for grammar, punctuation, spelling, accuracy, format and conformance to administrative policy.Screens and directs mail and calls; provides information requiring some interpretation of the Court's policies and procedures.Keeps and maintains files, logs and records, including budget, personnel and payroll records; main tains forms and supplies, ordering and stocking as needed; orders, receives, tracks, invoices and creates Court requisitions as necessary.Uses software including Word, Excel, Adobe and Outlook to create documents and communicate with employees and the public.Provides backup to other executive and management support staff as required.Performs related duties as assigned.
Minimum Qualifications
Graduation from high school or GED equivalent, and at least three (3) years of administrative assistant or secretarial experience in an administrative, court or legal environment; or an equivalent combination of education, training and experience. Comple tion of college-level course work is highly desirable. Experi ence in a public court is preferred.
Resumes will not be accepted in lieu of the required application and supplemental application.
Human Resources will review applications to identify candidates who meet the minimum qualifications, therefore, it is to your benefit to include all pertinent work experience. When listing court experience, please include dates and classification of each position held, if more than one.
Selection Process
Applications will be reviewed to identify candidates who meet the minimum qualifications for this position. Candidates' supplemental question responses may be evaluated and ranked. Depending on the number of applications, assessments and/or screening interviews may be conducted.Candidates who are successful in step 2 will be placed on the eligible list and may be considered for an interview. Placement on the eligible list does not guarantee an interview or employment.
All candidates will be notified via email of their status at each step of the process. Additional steps in the selection process may include a background check and reference check.
Reasonable Accommodations
The Superior Court of California, County of San Bernardino is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process may contact the Human Resources Department at (909) 521-3700 or via email at careers @sb-court.org . Individuals with hearing and/or speech impairments may also contact the recruiter for the position through the use of the California Relay Service by dialing 711.
Physical Characteristics
The physical and mental demands described on the job description are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The Superior Court of California, County of San Bernardino is an Equal Opportunity Employer - M/F/D/V.
SUPERIOR COURT OF CALIFORNIA
COUNTY OF SAN BERNARDINO
Benefits Summary
The San Bernardino Superior Court offers a range of benefit programs for employees and their eligible dependents. These include medical, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefit amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.A summary of benefits is provided below.
Health And Welfare Benefits
MEDICAL: The Court offers a variety of comprehensive health plan options to fit individual employee needs. The Court contributes up to $200.00 in benefit plan dollars each pay period to help full-time employees pay for health premiums. In addition, the health plan subsidy the court contributes toward the employee cost is 58% of lowest cost HMO plan based on level of coverage.
DENTAL: The dental subsidy is equivalent to 100% of the employee only DPPO plan (but not less than twenty dollars {$20.00} per pay period).
VISION: Court-paid plan for employees and eligible dependents. No co-pay/deductible for eye exams; frames and standard lenses or contact lenses (in lieu of standard lenses) every twelve (12) months.
SHORT-TERM DISABILITY: Court-paid benefit that provides partial income replacement in the event that an employee is unable to work due to a non-work related disability.
LONG-TERM DISABILITY: Court-paid benefit that provides partial income replacement in the event that an employee is unable to work due to a non-work related disability.
LIFE INSURANCE: Court-paid basic life insurance benefit of $60,000. Additional supplemental life and AD&D insurance benefits may be purchased voluntarily.
MEDICAL REIMBURSEMENT ACCOUNT: Flexible Spending Account (FSA) that helps participating employees lower their taxable income. Under this plan, employees elect to set aside pre-tax money each pay period to pay for eligible out-of-pocket medical expenses for themselves and their eligible dependents that are not paid by insurance or reimbursed by any other benefit plan. The Court contributes a dollar for dollar match up to $20.00 per pay period up to a maximum of five-hundred dollars ($500.00) per plan year.
DEPENDENT CARE ASSISTANCE PLAN: This is a type of Flexible Spending Account (FSA) that helps participating eligible employees lower their taxable income. Under this plan, employees may set aside pre-tax dollars to pay for qualified childcare or dependent care expenses that are necessary for the employee and/or spouse to continue working.
Leave Allowances
VACATION: After completion of the requisite hours of continuous service (based on the bargaining unit), employees are eligible to use accrued vacation allowance. Depending on length of service, employees may accrue from 80 to 160 hours annually.
ADMINISTRATIVE LEAVE: Eighty (80) hours of additional leave to be used during the calendar year, prorated depending on start date.
HOLIDAY: Thirteen (13) paid recognized holidays and the accrual of two (2) floating holidays annually.
SICK LEAVE: Employees in regular positions accrue approximately 3.69 hours of sick leave per pay period to use during instances of authorized absence due to illness, injury, or medically related appointments.
BEREAVEMENT LEAVE: ALL employees are eligible to receive a maximum of thirty-two (32) hours of paid leave per occurrence for bereavement leave due to the death of a person in the immediate family.
Retirement And Deferred Compensation Plans
RETIREMENT: The Court is a 1937 Act employer. More detailed information may be found by contacting SBCERA at (909) 885-7980 or toll-free at 1-877-722-3721 or by visiting the website at San Bernardino County Retirement Association. The Court does not pay into the Social Security system; however, it does contribute to Medicare.
Retirement benefits subject to change.
DEFERRED COMPENSATION: Employees are eligible to participate in the Court's 457 and/or the 401(k) Deferred Compensation Plans. These are supplemental retirement plans that permit employees to defer a certain portion of their pre or post tax salary, within certain Internal Revenue Service (IRS) limits, to an account maintained by an investment service provider. Participating employees in the pre-tax option postpone paying taxes on the deferred portion of their income.
401(k): The Court matches a percentage of the employee's earnable compensation based on the employee contributions.
457: Employees may elect to have a percentage of their salary or a flat amount deferred for a pre or post tax investment.
RETIREMENT MEDICAL TRUST: This plan helps with the high cost of health care expenses after retirement. Participation is for those with ten (10) or more years of participation in SBCERA or where the individual contributed to a public sector retirement system or system(s) over a ten (10) year period and did not withdraw the contribution form the retirement system(s). Under this plan, eligible retired participants pay for qualified expenses on a non-tax basis. All contributions, earnings, and reimbursements are tax free. The trust is funded by the eligible cash value of the participant's sick leave upon separation of service and Court contributions. The Court contributes a percentage of the employee's salary to the trust per pay period.
Additional Benefits
TUITION BENEFIT: The Court shall provide $1,000.00 per fiscal year to be used for job related education or career development, book fees or to reimburse membership dues in professional organizations.
CAR ALLOWANCE: Use of Court Vehicle.
CELL PHONE: The Court shall provide reimbursement of $20.00 for voice and $20.00 for data services per month upon submission of proper forms and documentation.
FLEXIBLE WORK SCHEDULE: The Court recognizes the importance of work/life balance. Employees may request alternative work scheduling or flexible work schedules when classifications meet the requirements.
COMMUTER SERVICES: This program assists with providing information on carpools, rideshare matching, and public transportation options. The Court offers incentives for employees eligible to participating in Ridesharing activities.
The Human Resources Department reserves the right to modify the benefit programs in accordance with the Personnel Rules and Regulations.
Closing Date/Time: 5/21/2023 11:59 PM Pacific