Administrative Office Specialist II
4 weeks ago
The Judicial Department works to provide equal access to justice, contribute to public safety, and strengthen the rule of law across Colorado. Together our courts and probation departments are committed to impartial and timely dispute resolution; support for families, litigants, and victims; client rehabilitation; and meaningful community engagement.
STATEMENT OF DUTIES
Summary of Job Classification:
Provides experienced administrative and customer support within a judicial district, probation department, or other unit. Provides purchasing and vendor communication support.
Completes human resources transactions, such as updating and maintaining employee data/files, conducting new employee orientations, assisting with benefits enrollment. Manages payroll and timekeeping and other administrative support work. In larger districts, employees in this classification may specialize in a functional area (e.g., finance or human resources). May train or guide the work of newer employees.
Distinguished from Administrative Specialist I by having responsibility for a wider range of activities and functions, greater depth and breadth of knowledge regarding the organization’s policies and systems, and the performance of more complex or non-standard assignments independently.
*****IMPORTANT****
*****PLEASE READ BEFORE APPLYING*****
This posting will be open until filled with the 1st review date 08/26/2024 and every 5 days thereafter. This is a 0.25 FTE position - 10 hours per week with the 6th Judicial Probation Department and will support the work in Probation. 6th Judicial District Courts will be recruiting for a .75 FTE (30 hours a week) Administrative Office Specialist II as well. This position will support the work in Courts. While no one is required to apply for both, we will consider letting the same candidate serve in both roles, which would create a full-time position. You must apply for both postings to be considered for a full-time position. State Judicial employees have access to medical, dental and vision health care packages, optional life insurance, flex spending accounts, and health saving accounts. New employees earn a generous amount of paid time off and receive 11 paid holidays per year.
ESSENTIAL FUNCTIONS
To perform this job successfully, an individual must be able to perform essential functions listed below satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency and percentage of time may vary based on assignment.
Provides direct administrative support to the Judicial District acting as a liaison with court staff, judges, public, vendors, heads of departments, probation, and outside governmental agencies.
Reconciles accounting transactions with the banking institution system. Reallocates charges based on proper account coding for purchases. Follows proper fiscal rules and guidelines provided by the Judicial Financial Services Division.
Processes account receivables, account payables, and reimbursement requests. Reviews all expenditure reports within the State accounting system for accurate coding and corrects any errors. Coordinates with the Financial Services Division - Accounting to answer questions, provide clarification, or resolve issues.
Compiles statistical data and analysis of complex accounting.
Purchases office supplies, equipment, and furniture. Ensures the department receives competitive and fair pricing.
Liaises with Human Resources, assisting recruitment, onboarding, benefits, personnel documentation management, and timekeeping and leave management. Explains family leave, medical leave, disability, and workers’ compensation to personnel. Participates in mandatory Human Resources training.
Ensures access and accessibility to all courtrooms, buildings, offices, and public areas. Coordinates with county facility staff to address building issues, repair needs and meeting space needs.
May provide preliminary back up support to IT technicians assisting with various systems and equipment, including printers, scanners, and video teleconferencing equipment. Escalates issues when appropriate.
Attend meetings and trainings as required.
Performs other duties as assigned.
ESSENTIAL FUNCTIONS CONT.
Supervisor Responsibilities:
Work requires the occasional direction of helpers, assistants, seasonal employees, interns, or temporary employees. The work performed by majority of employees is semi complex.
Human Collaboration:
Work requires regular interaction involving exchange and receipt of information. Interactions have limited impact.
Freedom to Act & Impact of Actions:
Receives Procedural Direction
Employee normally performs assignments after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. The assignment is usually reviewed upon completion. Impact of actions are moderate.
Knowledge & Skills:
Advanced
Work requires advanced skills and advanced & extensive knowledge of work. Incumbent can handle complex tasks and translate complex nuances related to aspects of the job. Recognized by others within organization for technical depth of knowledge. Likely impact on organization is standard.
Fiscal Responsibility:
May be responsible for the billing, collection and/or accounting of funds. May be responsible for the handling and balancing of cash.
MINIMUM QUALIFICATIONS
Education and Experience Equivalency:
High school diploma or G.E.D.
OR
Additional relevant work experience may be substituted on a year for year basis for the required formal education.
Work Related Experience:
3 to 5 years of experience in an administrative field.
Licenses and Certifications:
None.
Physical Effort Requirements:
Sedentary Work- Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally.
Work Environment:
Good-Relatively free from unpleasant environmental conditions and/or hazards.
Work Location:
Office or similar indoor environment; outdoor environment; confined space.
Exposures:
Individuals who are hostile or irate; individuals with known violent backgrounds; communicable diseases.
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