District Administration Support Assistant, Sixth Judicial District

Minnesota Judicial Branch•Duluth, MN

8d•$52,763 - $79,260•Hybrid

About The Position

The Sixth Judicial District seeks a highly organized and detail-oriented individual to fill a District Administration Support Assistant position within the District Administration office, located in Duluth, MN. As a member of our team, you will have the chance to contribute to the administrative needs of our district while working with experienced professionals who share your commitment to excellence. In this role, you will be responsible for coordinating day-to-day financial and support activities of the district, including preparing and distributing critical information, managing office supply inventory, procuring goods and services, reviewing and preparing invoices, and maintaining accurate records and data. Under the supervision of the District Administrative Manager, you will develop strong relationships with internal stakeholders, stay up-to-date on judicial branch and district policies, demonstrate exceptional attention to detail, and work collaboratively with teams to achieve administrative goals.

Requirements

High school diploma or equivalent
Two or more years of general office administrative support experience
Valid driver's license
Knowledge of business English, arithmetic, and office administrative practices, procedures, methods, and equipment.
Knowledge of computerized office programs, including Microsoft Office software.
Ability to learn/knowledge of rules of court, state statutes, court and office policies and procedures.
Ability to make arithmetic computations and tabulations accurately.
Ability to maintain clerical records, assemble and organize data, and to prepare reports from such records.
Ability to understand and follow oral and written instructions.
Ability to communicate ideas clearly and concisely, both orally and in writing, with a diverse group of people.
Ability to explain and apply laws, rules, policies, and procedures.
Ability to operate a calculator, personal computer, and other office equipment.
Ability to establish and maintain effective working relationships with co-workers, representatives of other agencies, the public, and occasionally angry individuals.
Ability to provide guidance, direction, and assistance to co-workers.

Nice To Haves

Two-year (Associate’s) degree
Knowledge of the courts and general governmental finance practices

Responsibilities

Coordinating day-to-day financial and support activities of the district.
Preparing and distributing critical information to support the district's functioning.
Managing office supply inventory for the district office and ordering materials as needed.
Procuring goods and services for judges and judicial staff, treatment courts, the district office, and for court administration at the district’s six courthouses.
Reviewing and preparing invoices for timely payment and tracking expenses.
Maintaining accurate records and data, including tracking key metrics and analyzing trends.
Developing strong relationships with internal stakeholders, including court administration staff and treatment court officials.
Staying up-to-date on judicial branch and district policies, procedures, and deadlines.
Demonstrating exceptional attention to detail and organizational skills in managing multiple tasks and priorities.
Working collaboratively with teams to achieve administrative goals.
Processing district-wide payables, which includes tracking, organizing, and combining orders with delivery confirmation and the appropriate invoice.
Obtaining required payment authorizations.
Accurately processing invoices for payment in the Statewide Integrated Financial Tool (SWIFT).
Providing district-wide eFinance concierge services by submitting Special Expense Request, Purchase Requests, Sole Source Procurement Requests, etc. on behalf of district judges and staff.
Maintaining direct bill vendor lists by working with local vendors to setup State of Minnesota vendor accounts.
Monitoring purchase orders funds to ensure adequate funds are procured and available, making purchase order change requests through eFinance as needed.
Processing witness reimbursements and jury payroll.
Processing incoming checks and making remote deposits.
Assisting in operational and personnel activities to support the overall functioning of the district.
Assisting in the scheduling of venues, caterers, presenters/trainers, and other contractors to ensure successful events.
Assisting in the production of materials for distribution.
Triaging incoming finance related emails and correspondence.
Responding to general correspondence and inquiries from judges, district staff, vendors, stakeholders, etc., providing timely and effective support.
Organizing and tracking incoming emails to ensure incoming invoices are combined with orders and delivery confirmation.
Receiving, sorting, and distributing incoming district office physical mail and packages delivered to both the Duluth courthouse and district office.