Administrative Office Manager (Judicial)

State of careers Rhode Island • Providence, RI

8d • $85,819 - $97,149 • Hybrid

About The Position

The Rhode Island Judiciary is seeking a highly organized, motivated, and experienced professional to serve as the Administrative Office Manager (AOM) for the Office of Security & Safety. This position is responsible for managing the administrative operations of the department and providing support for security, safety, emergency management, and capital improvement initiatives across judicial facilities statewide.

The AOM oversees a wide range of administrative functions, including preparing and processing purchase orders, invoices, contracts, and financial documentation; tracking budgets, expenditures, and project timelines; maintaining departmental records; coordinating meetings; and preparing reports and correspondence. The position serves as the primary administrative liaison with Judiciary departments, vendors, contractors, and the Finance Division to coordinate procurement activities, work schedules, project progress, and payment processing.

The AOM is responsible for maintaining departmental records and supporting the implementation and ongoing administration of the department's Records Management System (RMS), including data migration, data entry, records maintenance, and archiving. The position also administers confidential personnel security records, conducts or facilitates authorized background checks, and must be eligible to obtain and maintain the appropriate security authorization required to access sensitive information.

Additional responsibilities include coordinating requests for security surveillance video by locating, preserving, and archiving recordings, maintaining appropriate documentation, and working with requestors and Judiciary legal staff to ensure requests are processed in accordance with applicable laws and Judiciary policies.

The successful candidate will possess strong administrative, organizational, financial, and project coordination skills, with experience in records management, procurement, and budget administration. The ability to maintain confidentiality, manage multiple priorities, and communicate effectively with internal and external stakeholders is essential. Experience in a government, court, public safety, or law enforcement environment is preferred. The position may require assignment to and work at any Rhode Island Judiciary courthouse or facility.

This position offers an opportunity to play a key role in supporting the efficient operation of the Office of Security & Safety and helping ensure the safety, security, and continuity of Rhode Island's judicial system.

Requirements

• High school diploma or equivalent required.
• Knowledge and 5 years’ minimum experience in administrative managerial work; preferably in law enforcement, court security, security administration, or project management.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational, analytical, problem-solving, and communication skills.
• Demonstrated ability to exercise initiative and sound judgment independently while maintaining effective working relationships within a team setting.
• Must be able to travel regularly to court facilities throughout the State of Rhode Island.
• Must successfully pass any required background investigations and security screenings.
• Equivalent combinations of education, training, and relevant work experience will be considered.

Nice To Haves

• Bachelor's degree in related field of work preferred.
• Experience in a government, court, public safety, or law enforcement environment is preferred.

Responsibilities

• Managing the administrative operations of the department and providing support for security, safety, emergency management, and capital improvement initiatives across judicial facilities statewide.
• Preparing and processing purchase orders, invoices, contracts, and financial documentation.
• Tracking budgets, expenditures, and project timelines.
• Maintaining departmental records.
• Coordinating meetings.
• Preparing reports and correspondence.
• Serving as the primary administrative liaison with Judiciary departments, vendors, contractors, and the Finance Division to coordinate procurement activities, work schedules, project progress, and payment processing.
• Maintaining departmental records and supporting the implementation and ongoing administration of the department's Records Management System (RMS), including data migration, data entry, records maintenance, and archiving.
• Administering confidential personnel security records.
• Conducting or facilitating authorized background checks.
• Coordinating requests for security surveillance video by locating, preserving, and archiving recordings.
• Maintaining appropriate documentation for security surveillance video requests.
• Working with requestors and Judiciary legal staff to ensure security surveillance video requests are processed in accordance with applicable laws and Judiciary policies.

Benefits

• For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
• All employees hired after September 30, 2014 participate in direct deposit.
• Employee shall identify a financial institution that will serve as a personal depository agency for the employee.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED