Administrative Specialist, Confidential (Facilities Unit)

Job Description:

Administrative Specialist, Confidential (Facilities Unit)

Description

Salary Range

36.14 - 43.93

Job Description

The Superior Court of California, County of Alameda is recruiting for the position ofAdministrativeSpecialist, 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.

Example of Duties

Note: The following are duties performed by employees in this classification; however, employees may perform other related duties at an equivalent level.

1. Manages all front desk duties, providing a high level of customer service.

2. Manages and triages all incoming calls; greets visitors, assesses needs, provides information and referrals as needed.

3. Performs general clerical duties, not limited to but including support to the Division Director and staff as needed.

4. Processes all in-coming mail on a daily basis.

5. Develops and maintains a procedural guide for key office administrative activities.

6. Manages office supplies and places orders as needed.

7. Drafts general correspondence and memos; and tracks documentation required by the Court, such as annual updates to compliance documents.

8. Sets up and maintains files for Division Director and staff as requested.

9. Provides support in running ad hoc reports, compiling data and working on special projects as requested.

10. Organizes, coordinates, and schedules meetings and special events; prepares agendas and materials; takes, edits and distributes minutes.

11. Routinely work with sensitive and confidential materials.

12. Performs other related duties as assigned.

Support for Finance and Facilities Division

Support for functional units can include, but is not limited to:
• 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

Minimum Qualifications

Education:
Possession of an AA degree from an accredited college or university in human resources, business administration, public administration or related field. Bachelor's degree is preferred.

And

Experience:
The equivalent to one year of full-time experience in office/operational administration.

Education Substitution:
Additional qualifying work experience as described above may substitute for the required education on a year-for-year basis. One year (2000 hours) of additional qualifying work experience will be considered equivalent to 30 semester units/45 quarter units.

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.

This position includes a one-year probationary period. 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.

The position is:
Unrep'd Non-Manager

Hiring Process

The hiring process will include the following components:

• An initial screening of all application materials receivedincluding a completed application and supplemental questionnaire. A resume does not substitute for completing the application. An incomplete or partial application or supplemental questionnaire will result in disqualification.
• A review of the completed application and supplemental questionnaire to select the best-qualified candidates for the oral panel interview process.
• An oral interview that will be weighted as 100% of the candidate's final score. The oral interview may contain situational exercises.

The Court reserves the right to change the components of the examination process and may limit the number of candidates invited to the oral interview process to include only the best-qualified candidates should there be a large applicant pool.

The application and supplemental questionnaire are used to evaluate the candidate's qualifications. If you are interested in the opportunity, it is recommended that you submit your application and supplemental questionnaire as soon as possible since this recruitment may be closed at any time should the Court receive a sufficient number of qualified applicants.

If you require accommodation in the examination process because of disability, please call (510) 891-6021 to discuss.

Job Posting End Date

March 9, 2026

Salary:

36.14 - 43.93