Administrative Assistant - District Operations

About the position

This position provides administrative support services to the Judicial District Operations and Programs Department staff located in Harrisburg. Work is performed independently under the supervision of the department’s Assistant Director.

Responsibilities

• Provide administrative support to the Assistant Director of Judicial District Operations and Programs and Judicial Program Administrators.
• Interact professionally with judges, court administrators, and various departments within the judiciary.
• Coordinate departmental calendars by reserving conference rooms, scheduling conference calls, arranging meetings or virtual meetings, and adding events to the calendar.
• Prepare and coordinate meetings and educational seminars, which include collaborating with off-site facilities to ensure details such as food, lodging, meeting space, parking, and technical needs.
• Oversee the registration table at off-site events.
• Send meeting notices and registration information for the Office of Elder Justice in the Courts events, manage participants' attendance records, and assist with hotel and parking arrangements.
• Perform data entry, compile and present data using insightful spreadsheets, queries and reports while checking for discrepancies and ensuring compliance with project guidelines.
• Format, create, and proofread documents, spreadsheets, reports, and presentations using Microsoft Word, Excel, Adobe PDF, and PowerPoint for staff.
• Use Adobe to create and maintain fillable forms.
• Update department lists, forms, and resources.
• Scan and save information electronically to reduce hard copy storage.
• Arrange travel accommodations for the department and prepare, review, and process expense vouchers for attendees of the Judicial District Operations and Programs’ events.
• Organize and distribute incoming correspondence.
• Review and respond to correspondence, Outlook email inboxes, and phone communications.
• Monitor the department's inventory of supplies and forms.
• Manage requests and orders for new or replacement items.
• Maintain the data in the Name and Address System (NAS) to ensure it is current and consistent with Workday data.

Requirements

• Bachelor’s degree OR Any equivalent combination of experience performing administrative staff work involving a variety of assignments.
• Strong knowledge of Microsoft Word, Excel, Outlook, PowerPoint, and Adobe.
• Knowledge of virtual platforms like Zoom, Teams, and WebEx.
• Occasional travel.
• A valid driver’s license required.
• Satisfactory criminal background check required.

Benefits

• Affordable medical, dental, vision, and prescription plans for you and your eligible family right from your first day.
• 13 paid holidays, 12 sick days, and 12 vacation days or more each year.
• Salary increases.
• Employee assistance programs.
• State retirement plans.
• Two telework days per week after training.