Administrative Specialist 2, Confidential

New Jersey Courts•Trenton, NJ

8h•Hybrid

About The Position

The New Jersey Judiciary is seeking an individual with excellent interpersonal, time management, and customer service skills to lead administrative support to the Assistant Director of the Office of Probation Services (Court Executive 3B). Attention to detail, accuracy, thoroughness, and strong information management skills as well as honesty and integrity are essential components of the position. The selected candidate will draft routine and non-routine correspondence, reports, protocols, and other materials on behalf of the Assistant Director and unit. The selected candidate will advise management on personnel issues and explain probation policies and procedures to clients and staff. The selected candidate will also staff various committees and manage the ballistic vest and badge programs. This position also establishes workflow systems/procedures in conjunction with the Assistant Director to maximize communication between the eight different units within the office of probation services and vicinage probation offices and performs other duties as assigned. 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

Graduation from an accredited college or university with a bachelor's degree.
Applicants who do not possess the required education may substitute additional paraprofessional and/or professional experience on a year-for-year basis with one year of such experience being equal to 30 semester hour credits.
An associate degree from an accredited college or university and two years of additional paraprofessional and/or professional experience may be substituted for a bachelor’s degree.
Applicants who are approaching their anticipated graduation date may apply. If selected, the applicant must complete their degree no later than their start date.
US citizenship is not required.
Selected candidate must be authorized to work in the US according to Department of Homeland Security, US Citizenship and Immigration Services regulations.
Newly hired employees must agree to a thorough background check that will include fingerprinting.
In accordance with N.J.S.A. 52:14-7 (L. 2011, Chapter 70), the "New Jersey First Act," all persons newly hired by the Judiciary within one year must establish, and then maintain, principal residence in the State of New Jersey.
The NJ Judiciary requires all applicants to complete the application process fully and as instructed.
All applicants must complete the work experience and education sections and attach any required documents.
Applications must describe all relevant work experience in detail, beginning with your current or most recent job, including military service (indicate rank), internships and job-related volunteer work, if applicable.
Use a separate section to describe each position.
Applicants who indicate "see resume" or enter their initials to acknowledge that they have skipped the Work History and Education sections will not be considered, unless they do not possess any education history or work experience.
Only applicants that follow the application instructions and submit completed applications will be considered.

Nice To Haves

High speed home internet access (required for remote work).

Responsibilities

Provide lead administrative support to the Assistant Director including calendar maintenance, coordination of speaking engagements, seminars, travel and other activities.
Compose routine and non-routine correspondence on behalf of the Assistant Director and Director.
Develop and draft reports, policies, protocols, manuals, guides, audio-visual aids, presentations, and other materials as requested.
Compile statistical data on workload volume, backlog, expenditures, personnel actions (i.e., grievances), equipment, attendance and advise management on backlog issues.
Liaison between Assistant Director, Director, 8 unit-managers (Adult/Juvenile Supervision, Child Support, Comprehensive Enforcement Program (CEP), Recovery Court, RAS is Reports Analytics and Statistics (RAS), Interstate Compact, Intensive Supervision Programs), vicinage probation managers, and stakeholders, to assemble workflow procedures, recommend improvements in work processes and administrative practices, advise on deadlines, rules and policies, make recommendations, and answer questions or resolve issues.
Advise staff, clients, and members of the public on Judiciary policy and procedure.
Provide assistance/information to staff regarding human resources policies and guidelines.
Serve as Form Liaison for the Office of Probation Services and vicinage probation offices.
Manage the ballistic vest replacement program for the Probation and Family Divisions.
Manage, maintain, and audit computerized vest tracking system.
Collect and analyze ballistic vest replacement information for both divisions.
Advise Probation and Family Division Managers on vest replacement policy.
Communicate with vendor regarding orders.
Assist with collecting ballistic vests from the Probation and Family Division for auditing/packaging in preparation for destruction.
Track probation officer ballistic vest assignment policy acknowledgment forms.
Serve as liaison and staff committee meetings such as the Probation Conference, Probation/Finance Committee.
Manage and maintain computerized tracking system for the Probation Division officer shield program (officer badges); track shield assignments for Probation Division.
Prepare statistical reports for Assistant Director, Director as needed.
Advise probation managers/officers on shield policy.
Communicate with vendor regarding orders as needed; Assign new shield numbers when appropriate.
Provide training and/or cross-training for co-workers as needed.
Assist staff and provide recommendations with work in progress as needed.
Acquire law books and related periodicals for the Assistant Director, Director, and 8 unit-managers.
Procures and maintains supplies for Probation Administration and Supervision Units.
Process payment/travel vouchers for Assistant Director, Director, and 8 unit-managers.
Maintain/update/modify records and create/maintain record tracking system for Office of Probation Services related documents.
Serve as contact for facilities matters.
Regular and predictable physical presence at the worksite is an essential function of this position.