Administrative Specialist 1 Confidential

New Jersey Courts•Newark, NJ

4d•Hybrid

About The Position

When you come to work for New Jersey Judiciary you will join an 8500-member strong TEAM that operates with the highest standards of independence, integrity, fairness and quality service. You will be engaged with work that has purpose, meaning and makes a difference in lives of the public we serve. We work hard every day to build the public’s trust and confidence in our court system, which includes issues such as bail reform, marijuana decriminalization and recovery court. Whether it be in a courtroom, an administrative office, a courthouse training room, an IT office or in the field, our Judiciary workforce is improving the lives of countless individuals and families every day. We honor the dignity and individualism of each member of our organization while fostering professionalism and continuous improvement in our work. The Essex Vicinage is seeking a creative and detail-oriented administrative specialist to join our team. The ideal candidate will demonstrate exceptional customer service, organizational, and leadership abilities, along with a high level of initiative, flexibility, and professionalism. This position supports the busy Operations Division, serving over 900 staff and judges across six buildings in Newark and East Orange. The Judiciary currently offers a hybrid work schedule, and this position may qualify for up to 2 days of remote work outside of Judiciary buildings. To participate in this program, in addition to installing a multifactor authentication app on your phone or tablet, you will be required to have high speed home internet access.

Requirements

Three years of experience performing a variety of clerical and support services to include keyboarding and one or more of the following: document or information processing, handling payments for fees, recording monies received, reconciling balances or accounts and/or scheduling meetings or appointments.
Ability to use a keyboard, no minimum speed.

Nice To Haves

Submission of a cover letter is preferred but not required.

Responsibilities

Provide confidential administrative support to the Assistant Trial Court Administrator, including managing calendars, tracking due dates and follow-ups, and ensuring smooth workflow according to operational schedules. Requires the ability to handle sensitive information with discretion and integrity.
Provide on-site coverage of the Ops/TCA reception area and respond to inquiries and requests from judges, staff, stakeholders, and the public by telephone, email, and in-person communication.
Draft agendas, record and prepare meeting minutes, follow up on deliverables, and leverage technology solutions to enhance office efficiency.
Serve as a central point of contact for facilities issues, coordinating with judges, staff, divisions, vendors, and county and state agencies to resolve concerns promptly.
Facilitate daily operational support by acting as a liaison among management, Human Resources, other divisions, and the central office.
Generate reports, analyze information, and develop recommendations to improve operational efficiency.
Provide assistance with a variety of facilities support services, including mail distribution, water deliveries, and meeting various needs for judges’ courtrooms and chambers.
Assist and advise team members on work in progress, ensuring high-quality service delivery and adherence to policies and procedures.
Assist with the planning and coordination of committees and special events within the Vicinage.
Serve as the initial point of contact for court users requesting Title II ADA accommodations, gathering information and communicating with professionalism and discretion.