Administrative Specialist, Confidential (Facilities Unit)

Superior Court of Alameda County•Alameda, CA

3d•$36 - $44

About The Position

The Superior Court of California, County of Alameda is recruiting for the position of Administrative Specialist, Confidential. Under direct supervision of the Finance Director or designee, the Administrative Specialist, Confidential performs a full range of operational administrative support functions for the Finance and Facilities Division. This classification is an entry-level operational support classification, which performs a variety of office and technical administrative support to the functional units within the assigned division. This classification is distinguished from other administrative, secretarial classifications because of the highly confidential and sensitive information incumbents of this classification would be privy to and encounter through the course of their work. This position will be assigned to the Facilities Unit and will primarily be responsible for maintaining judicial library inventories, this includes ordering, organizing, and disseminating books and publications. The selected candidate will work collaboratively with judicial officers, court staff, and external vendors. The position will also provide administrative support for other facilities or emergency services-related tasks and projects. The current job vacancy is assigned to the Facilities Unit located at the County Administration Building in Oakland, CA.

Requirements

Possession of an AA degree from an accredited college or university in human resources, business administration, public administration or related field.
The equivalent to one year of full-time experience in office/operational administration.
Knowledge of office administration processes and procedures; correct use of English usage, grammar and spelling; basic computer software applications including Microsoft Office suite.
Ability to provide exceptional customer service; handle confidential information with a high level of discretion; demonstrate strong written and verbal communications skills; work seamlessly with each of the different HR functional areas, provide accurate and timely work product on a consistent basis; demonstrate competence in working a culturally diverse work environment; work effectively in a fast-paced, team environment with changing priorities while maintaining composure; demonstrate critical thinking skills; demonstrate proficiency in computer software applications, including Microsoft Office suite.
Employment is contingent upon successful completion of fingerprint check and the provision of appropriately identifying documents to certify eligibility to work in the United States.

Nice To Haves

Bachelor's degree is preferred.

Responsibilities

Manages all front desk duties, providing a high level of customer service.
Manages and triages all incoming calls; greets visitors, assesses needs, provides information and referrals as needed.
Performs general clerical duties, not limited to but including support to the Division Director and staff as needed.
Processes all in-coming mail on a daily basis.
Develops and maintains a procedural guide for key office administrative activities.
Manages office supplies and places orders as needed.
Drafts general correspondence and memos; and tracks documentation required by the Court, such as annual updates to compliance documents.
Sets up and maintains files for Division Director and staff as requested.
Provides support in running ad hoc reports, compiling data and working on special projects as requested.
Organizes, coordinates, and schedules meetings and special events; prepares agendas and materials; takes, edits and distributes minutes.
Routinely work with sensitive and confidential materials.
Performs other related duties as assigned.
Supports the administration and maintenance of the Division's intranet and web-page content, including, updating information, coordinating maintenance and troubleshooting with technology staff.
Organizes and calendars meetings on behalf of the Division Director and divisional staff as requested.
Manages, coordinates, and makes court-wide travel arrangements related to lodging and air transportation.
Prepares travel reimbursements for Division Director.
Assists in stocking and maintaining disaster preparedness-related supplies and equipment.
Assists in coordinating publication and dissemination of public notices; responds to verbal and written public inquiries and surveys.
Maintains appropriate court records and files for facility and emergency-related services.
Prepares library inventories and collection layouts for multiple court locations