Administrative Assistant II

San Bernardino Superior Court•San Bernardino, CA

6d•Onsite

About The Position

The Superior Court of California, County of San Bernardino is seeking qualified applicants for the position of Administrative Assistant II. This role provides comprehensive administrative and secretarial assistance to assigned managers, including preparing correspondence, reports, and specialized documents. The position involves independently creating, editing, and finalizing a variety of materials requiring thorough knowledge of court services, policies, and procedures. Responsibilities also include managing calendars, scheduling meetings, coordinating communications, and maintaining organized office systems. Incumbents will handle sensitive information with discretion and maintain strict confidentiality, applying established court policies and procedures to daily tasks while exercising independence and sound judgment. This recruitment includes an online assessment as part of the selection process, and candidates meeting minimum qualifications will be invited to complete the exam. The Court will accept applications until a sufficient number of qualified candidates have applied, and this recruitment may close at any time without notice. Applicants are strongly encouraged to apply early, with priority consideration given to those who submit their materials by SEPTEMBER 27, 2026. Tentative testing dates are Monday, October 5 - Sunday October 11 (dates subject to change without prior notice).

Requirements

Graduation from high school or GED equivalent.
At least three (3) years of administrative support or secretarial experience in an administrative, court or legal environment.
An equivalent combination of education, training and experience.
A valid California Class C driver's license and the ability to maintain insurability under the Court's vehicle insurance program.
Knowledge of Court organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.
Knowledge of legal terms and phraseology, general and specific legal forms, documents and procedures used in legal practice and proceedings.
Knowledge of legal reference materials and their contents and correct forms of citation.
Knowledge of basic court rules and requirements used in legal practices and proceedings.
Knowledge of Regulations and procedures governing the maintenance and disclosure of public records.
Knowledge of Principles and practices of customer service and telephone etiquette.
Knowledge of Court ordinances, codes, procedures and practices regarding computer hardware, software and data security.
Knowledge of Correct English usage, including spelling, grammar and punctuation.
Knowledge of Court and/or departmental business processes commonly supported by applications.
Knowledge of Safety policies and safe work practices applicable to the work.
Ability to organize, set priorities, take initiative and exercise sound, independent judgment within areas of responsibility.
Ability to work with frequent interruptions and simultaneous attention to multiple tasks while meeting established deadlines.
Ability to interpret, apply, explain and reach sound decisions in accordance with regulations, policies and procedures.
Ability to organize, research and maintain complete and extensive office files.
Ability to compose correspondence and prepare documents from brief instructions.
Ability to communicate clearly and effectively, both orally and in writing.
Ability to use tact, diplomacy and discretion in dealing with sensitive situations and concerned individuals.
Ability to understand, interpret, explain and apply applicable laws, ordinances and technology policies.
Ability to represent the Court effectively in dealings with other judicial jurisdictions, vendors and the public.
Ability to maintain and ensure the integrity of sensitive and confidential information.
Ability to establish and effective working relationships with all those encountered in the course of work.

Nice To Haves

Completion of college-level course work is highly desirable.
Experience in a public court or one (1) year of experience as an Administrative Assistant I is preferred.

Responsibilities

Provide comprehensive administrative and secretarial assistance to assigned managers, including preparing correspondence, reports, and specialized documents.
Independently create, edit, and finalize a variety of materials requiring thorough knowledge of court services, policies, and procedures.
Manage calendars, schedule meetings, coordinate communications, and maintain organized office systems.
Handle sensitive information with discretion and maintain strict confidentiality.
Apply established court policies and procedures to daily tasks while exercising independence and sound judgment.
Perform a variety of complex, responsible, specialized and sensitive administrative and secretarial support functions for judicial officers.
Handle, compose and maintain a variety of court documents and rulings requiring a high level of discretion.
Prepare documents from handwritten notes and oral or machine dictation.
Ensure all documents are processed in accordance with Court policies/procedures, legal mandates and timeframes.
Respond to difficult and sensitive public contacts in person or on the phone, serving as a liaison for judicial officers in situations requiring tact and judgment.
Answer or refer questions based on knowledge of the Court's policies and procedures.
Check or maintain judicial officers' calendars daily.
Arrange, schedule and confirm meetings, luncheons and seminars.
Type meeting agendas and prepare minutes.
Complete payroll affidavits and leave requests for assigned judicial officers and forward for approval.
Work with judges to coordinate coverage during their absences.
Assist with on-call coverage processes.
Work with Supervising Judges to prepare weekly judicial coverage plans, attend planning meetings and prepare formal coverage memos/notifications.
Keep judicial officers current on their continuing education and ethics hours that are required every 36 months.
Register judicial officers for required training and education, and coordinate travel arrangements through the Travel Coordinator.
Ensure judicial officers complete Statement of Economic Interest forms in a timely manner.
Prepare and assist with various projects including researching, compiling, arranging and computing data.
Compose reports and ensure proper and timely completion.
Review court forms and procedures and recommend changes to improve efficiencies.
Type motions, rulings, statements of decision, opinions, proofs of service, letters of information and other routine requests from judicial officers.
Obtain judicial officer's signature on various legal documents including county and state affidavits, submitted matters and assigned judges claims.
Receive and process letters of complaint against judicial officers.
Assemble, distribute and track files and other documents throughout investigations.
Draft or prepare investigatory response letters and distribute copies to all involved parties and the Presiding Judge.
Coordinate logistics for judicial moves to ensure seamless and smooth transitions.
Communicate judicial preferences to the receiving Administrative Assistant and transfer sensitive judicial files.
Order judicial officer supplies including nameplates, letterhead and basic office materials.
Order, receive, track, invoice and distribute law books.
May be assigned to the Safety Committee; attend meetings and ensure designated employees have appropriate supplies.
Perform safety inspections and report any areas in need of repair/updates.
Schedule practice emergency drills following established procedures.
May provide administrative support to district managers including ordering, maintaining and dispersing supplies, coordinating facilities management issues and maintaining confidential personnel files and documents.
Provide backup to Administrative Assistant I's as required.
Perform other duties as assigned.