Administrative Secretary

SENIOR ADMINISTRATIVE SECRETARY: Arizona State Supreme Court, Phoenix, Arizona. Summary: Coordinates special projects and provides secretarial support for Division Director and Budget Officer with minimal supervision. Duties: RIDESHARE Coordinator. Maintains budget request manuals. Supervises Art project. Develops PowerPoint presentations. Develops and maintains each department's Intranet pages. Develops and maintains Court's Directory on Intranet. Maintains filing system for Judicial Forms. Coordinates special projects as designated by Division Director. Performs secretarial work exercising initiative and judgment in making decisions affecting work procedures. Composes and types correspondence, agendas, and minutes. Prepares and maintains policies for inclusion in Policies and Procedures Manual and distributes appropriately. Prepares division budget documents. Coordinates arrangements for monthly staff meetings and division management meetings. Assists in development of periodic status reports. Maintains office supplies in central supply area. Reviews and disburses incoming mail. Handles requests for various publications. Performs related work as required. Qualifications: High school graduate or GED equivalent and three years related experience. Five years of increasingly responsible experience in a full-function office. Knowledge of FrontPage, and Adobe Acrobat software. Salary: $29,000- 43,800. (2005)

ADMINISTRATIVE SECRETARY: San Francisco, CA. Summary: Under general supervision, the Administrative Secretary’s primary responsibility will be providing confidential support services to the Assistant Division Director of the Business and Planning Unit of the Office of Court Construction and Management (OCCM), as well as the staff of the unit. Duties: In addition, the Administrative Secretary will provide secretarial support to the OCCM Division as needed including: Prepare and distribute reports, correspondence, and other documents; Draft routine correspondence, responds to telephone inquiries, organize, maintain and update files and records; Maintain correspondence with judges and other court staff; Review finished materials for completeness, accuracy, format, compliance with policies and procedures, and correct English usage, including spelling, grammar, and punctuation; Schedule and arrange for meetings, make room reservations and travel arrangements, Coordinate the preparation and provision of materials and binders for meetings and programs; Prepare agendas, draft memoranda for meeting notices, and take and disseminate meeting minutes; Follow up on projects, transmit information, and keeps unit informed on organizational activities; Work with other unit staff to coordinate information flow, paperwork complex projects; Process time sheets, expense reports, and other documentation for the unit; Research and compile a variety of information and prepare periodic and special reports; Participate in the development, implementation, and maintenance of unit databases; Receive, sort, and distribute mail and packages; and Other administrative duties as assigned. Qualifications: Equivalent to graduation from high school and three years of secretarial experience that included organizing and coordinating secretarial and administrative support functions. One year as a Secretary II with the judicial branch. The position may require occasional overtime and statewide overnight travel. Successful candidates will have the ability to type 55 words per minute; the ability to organize and coordinate multiple work activities; use initiative and independent judgment within established procedural guidelines; maintain confidentiality; communicate effectively in English both orally and in writing; articulate instructions and directions to judges, and establish and maintain effective working relationships. Experience providing secretarial support to an entire department is preferred. Advanced proficiency in MS Office (Word, Excel, PowerPoint and Access), Outlook and Internet is preferred. Salary: $3,770 - $4,581 per month. (2005)

SECRETARY: Rochester City Court, Judicial Chambers, Hall of Justice, Rochester, New York. Duties: provides a wide-range of legal, personal, and confidential secretarial services and performs other related duties in a busy fast-paced environment within the Office of Court Administration. Qualifications: high school diploma or the equivalent and two years of general or legal secretarial experience requiring stenography; OR satisfactory completion of a certified business or commercial course beyond the high school level including course work in legal stenography and one year of general or legal secretarial experience requiring stenography; OR an equivalent combination of education and experience. The secretary must have the ability to take and transcribe dictation of correspondence, reports, memoranda and other technical material at the rate of 100 words per minute and to type finished material at a rate of 45 words per minute; must be able to transcribe tapes from dictating equipment and to operate other office machinery including computers, photocopier, calculator and typewriter; be able to exercise independent judgment, tact, and patience; and able to establish work priorities and to work without close supervision. Familiarity with Word Perfect and DEB Master software is a definite asset. Annual salary: $25,888. (1995)

SECRETARY: Seventh Judicial District Administration Office, Hall of Justice, Rochester, New York. Duties: take and transcribe dictation at 100 wpm and typing at 45 wpm; transcribe from dictating equipment; maintain appointment calendar and arrange meetings; sort, log, distribute, and circulate mail; coordinate distribution of confidential materials; confer with judges, administrative, and court personnel at supervisor’s request, and provide guidance and direction to support staff. Qualifications: high school diploma or equivalent and two years of general or legal secretarial experience requiring stenography; or satisfactory completion of a certified business or commercial course beyond the high school level including course work in legal stenography and one year of general or legal secretarial experience requiring stenography; or an equivalent combination of education and experience. Salary range: $25,888. (1994)

SECRETARY IV: Guardian Ad Litem Program, Office of the State Courts Administrator, Tallahassee, Florida. Qualifications: include a high school diploma or equivalent; three years of administrative, secretarial, or clerical experience; knowledge of English grammar, punctuation, and spelling; ability to efficiently organize work; ability to work with and compute simple statistics; ability to type 35 correct words per minute; ability to take and transcribe dictation at a rate of 80 words per minute and/or the ability to transcribe from electronic dictating equipment; ability to work under pressure; ability to exercise discretion and confidentiality; ability to present a favorable impression to the public and court personnel; ability to deal patiently and courteously with people by telephone and in person; ability to compose general correspondence; ability to communicate clearly both orally and in writing; skill in working with figures and details accurately; ability to handle non-routine matters without always consulting a supervisor; ability to operate a word-processing program; and the ability to mange the office. Educational substitutions may be made. Salary is $1,351-2,163 monthly. (1992)

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Judicial Secretary

JUDICIARY SECRETARY 2 (CONFIDENTIAL): Central Appellate Research, AOC, Trenton, NJ. Summary: The New Jersey Judiciary is seeking someone with superior office skills to join the Appellate Division’s Central Appellate Research Staff. Duties: The selected candidate will perform a variety of confidential administrative and secretarial functions for the Director of Central Appellate Research and other members of the staff including: working with the Director on all confidential personnel and office management matters, using Automated Case Management System (ACMS) daily to log in cases received from the Clerk’s office, record which attorneys are assigned to cases, and record the dates all cases leave the office; working with the Director to manage office work flow; working with other secretaries to equalize work assignments; acting as backup when necessary to keep attendance records; typing, proofing, and revising lengthy and complex memos as necessary for assigned staff attorneys; directing requests from judges to the appropriate staff member; working with the Clerk’s office, especially the calendaring unit, to maintain and improve workflow between the two offices. Qualifications: Three years of experience in an office environment performing a variety of clerical and support services to include typing, secretarial and administrative clerical work. Applicants selected to interview must pass an appointing authority administered examination to demonstrate typing skills of at least 40 wpm or possess proof of having taken the required skills test (for example, New Jersey Department of Personnel typing proficiency certificate. Successful completion of a clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science may be substituted for one year of the experience indicated above. Course work must include typing skills, methods and procedures; other course may include, but are not limited to, office procedures, word processing, and business English. Salary: $3,819 - $52,744. (2005)

JUDGE’S SECRETARY 1: Superior Court of New Jersey, Monmouth Vicinage. Summary: The Monmouth Vicinage is seeking a well organized, detail oriented secretary to provide support to a Superior Court Judge. Duties: The selected individual will operate a personal computer or computer terminal for information processing; maintain Judge’s schedule, files and records; type correspondence, documents and form letters; transcribe dictation; prepare required reports; sort and review mail, letters or other documents and follow-up as appropriate; facilitate movement of case related matters; answer inquiries from attorneys, staff and public and perform other related duties as required. Qualifications: Three years of experience in an office environment performing a variety of clerical and support services to include typing, preparing and analyzing legal documents, processing legal or other documents, transcribing information, and scheduling meetings or appointments. Applicants selected to interview must pass an appointing authority administered examination to demonstrate typing skills of at least 40 wpm or possess proof of having taken the required skills test (i.e., New Jersey Department of Personnel typing proficiency certificate). A working knowledge of word and transcribing equipment would be helpful. Salary: $32,946.02 - $49,155.01. (2005)

JUDICIARY SECRETARY 2 (CONFIDENTIAL): Superior Court of New Jersey, Cumberland/Gloucester/Salem Vicinage. Summary: Under the direction of the Court Executive 3b (Trial Court Administrator) and other supervisory personnel, this customer service and detail-oriented individual will provide executive secretarial support functions for the Trial Court Administrator. Duties: Specific duties include, but are not limited to: assisting in the implementation of policies and procedures; composing routine and non-routine correspondence, reports and manuals, etc.; developing and maintaining management schedules; establishing and maintaining administrative records; coordinating special projects; servicing as a liaison to vicinage judges, managers and supervisors; managing the gathering and reporting of monthly statistics; preparing, analyzing, and reviewing statistical reports; collecting data for preparation of annual budget; monitoring operating expense budget; assisting in the assessment of administrative operations and recommending improvements to procedures; maintaining accurate records for the Trial Court Administrator; answering inquiries from the public, employees and clients, etc.; scheduling and attending meetings; providing quality service to internal and external customers; and performing other related duties as assigned. Travel within the tri-county vicinage may be required. Qualifications: Three years of experience in an office environment performing a variety of clerical and support services to include typing, secretarial and administrative clerical work. Applicants selected to interview must pass an appointing authority administered examination to demonstrate typing skills of at least 40 wpm or possess proof of having taken the required skills test (for example, New Jersey Department of Personnel typing proficiency certificate). Successful completion of a clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science may be substituted for one year of the experience indicated above. Course work must include typing skills, methods and procedures; other courses may include, but are not limited to, office procedures, word processing, and business English. Salary: $38,819.19 - $52,744.41. (2005)

JUDICIARY SECRETARY 2 (CONFIDENTIAL): Office of Management & Administrative Services, Financial Services Division, AOC, Trenton, NJ. Summary: The New Jersey Judiciary is seeking a detail-oriented individual with solid office skills to join the Office of Management and Administrative Services. Duties: The selected candidate will perform secretarial support and administrative clerical functions for managerial and professional staff in the Management Services Division. The selected individual will organize incoming mail and division files; maintain appointment calendar for key staff and coordinate meetings; compose and prepare correspondence; prepare financial or technical data; and review records or other documents for accuracy, completeness, conformity, or validity. The selected individual will also compile statistical data and/or track projects, personnel actions, fixed assets, equipment, attendance and other related indicators, through computer/based systems, as necessary. Qualifications: Three years of experience in an office environment performing a variety of clerical and support services to include typing, secretarial and administrative clerical work. Applicants selected to interview must pass an appointing authority administered examination to demonstrate typing skills of at least 40 wpm or possess proof of having taken the required skills test (for example, New Jersey Department of Personnel typing proficiency certificate). Successful completion of a clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science may be substituted for one year of the experience indicated above. Course work must include typing skills, methods and procedures; other courses may include, but are not limited to, office procedures, word processing, and business English. Salary: $38,819 - $52,744. (2005)

JUDICIARY SECRETARY 1: Superior Court of New Jersey , Counties of Atlantic and Cape May. Summary: Superior Court of New Jersey is seeking a detail-oriented individual with solid office skills to join the Finance Division. Duties: The selected individual will perform secretarial support and administrative clerical functions; prepare financial or technical data; design and maintain financial spreadsheets; review documents for accuracy; compile statistical data and/or track projects; maintain fixed assets inventory reports and will prepare the Finance Division payroll. Qualifications: One year of experience in an office environment performing a variety of clerical and support services to include typing, secretarial and administrative work. Successful completion of a clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science may be substituted for one year of the experience indicated above. Course work must include typing skills, methods, and procedures; other courses may include, but are not limited to, office procedures, word processing and business English. Applicants selected to interview must pass an appointing authority administered examination to demonstrate typing skills of at least 40 wpm or possess proof of having taken the required skills test. (i.e., New Jersey Department of Personnel typing proficiency certificate). Salary: $32,652.15 - $46,217.52. (2005)

JUDICIARY SECRETARY 1 (CONFIDENTIAL): Appellate Division, AOC, Trenton, NJ. Summary: The New Jersey Judiciary is seeking candidates with superior office skills to join the Appellate Division’s Central Appellate Research staff. Duties: The selected candidates will perform a variety of confidential administrative and secretarial functions for members of the staff including: typing, proofing, and revising lengthy and complex memos as necessary for assigned staff attorneys; directing requests from judges to the appropriate staff members; and performing other administrative assignments which might include duties such as keeping attendance records, or producing monthly reports on issues involved in the work of the staff. Qualifications: One year experience in an office environment performing a variety of clerical and support services to include typing, secretarial and administrative clerical work. Applicants selected to interview must pass an appointing authority administered examination to demonstrate typing skills of at least 40 wpm or possess proof of having taken the required skills test (for example, New Jersey Department of Personnel typing proficiency certificate). Successful completion of a clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science may be substituted for one year of the experience indicated above. Course work must include typing skills, methods, and procedures; other courses may include, but are not limited to, office procedures, word processing, and business English. Salary: $32,946 - $46,633. (2005)

JUDICIARY SECRETARY 2 (CONFIDENTIAL): Superior Court of New Jersey, Mercer Vicinage. Summary: The Mercer Vicinage is seeking a highly motivated individual who is resourceful, detail oriented and has exceptional secretarial skills to work for the Trial Court Administrator. Duties: The selected candidate must have the ability to multi-task and execute various projects; be able to work in a fast-paced, evolving environment; work independently; have interpersonal skills; keep abreast of current daily affairs; organize and manage incoming/outgoing mail and files; prepare financial (budget) or technical data; have top-notch writing skills, compose correspondence or standard replies (letters and memos) to inquiries in a timely manner; initiate (office) improvements; transcribe varied types of documents, minutes of meetings, statistical and technical reports; review all written material for accuracy, clarity and comprehensiveness; have strong computer skills (Lotus Notes/Word/Excel/PowerPoint); prepare and oversee requisitions for office supplies; maintain a schedule of appointments and calendar for the TCA; answer phones and internal/external inquiries; perform other related duties. Qualifications: Three years of experience in an office environment performing a variety of clerical and support services including typing, secretarial and administrative clerical work. Applicants selected to interview must pass an appointing authority administered examination to demonstrate typing skills of at least 40 wpm or possess proof of having taken the required skills test (i.e., New Jersey Department of Personnel typing proficiency certificate). Successful completion of a clerical training program with at least 700 classroom training hours or 30 semester hour credits in secretarial science may be substituted for one year of the experience indicated above. Course work must include typing skills, methods and procedures; other courses may include, but are not limited to, office procedures, word processing and Business English. Salary: $39,168.56 - $53,219.11. (2005)

JUDICIARY SECRETARY 1, CONFIDENTIAL: Superior Court of New Jersey, Mercer Vicinage, Human Resources Division. Summary: The Mercer Vicinage is seeking a highly motivated individual who is detail oriented and has excellent office skills to work in the Human Resources Division. Duties: The selected candidate will assist in payroll, recruitment, benefits and other HR functions. In addition, the incumbent will organize incoming mail and files; prepare financial and technical data; review records for accuracy; answer phones; prepare reports; operate a computer terminal to enter and access information; compose correspondence; maintain files and records; prepare requisitions for necessary supplies; schedule dates and times for meetings, interviews and training events; answer inquiries from the public, employees, clients and customers; and perform other related duties. Qualifications: One year of experience in an office environment performing a variety of clerical and support services including typing, secretarial and administrative clerical work. Applicants selected to interview must pass an appointing authority administered examination to demonstrate typing skills of at lest 40 wpm or possess proof of having taken the required skills test (i.e., New Jersey Department of Personnel typing proficiency certificate). Successful completion of a clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science may be substituted for one year of the experience indicated above. Course work must include typing skills, methods and procedures; other courses may include, but are not limited to, office procedures, word processing and Business English. Salary: $32,946.02 - $46,633.48. (2005)

JUDICIAL SECRETARY II: San Jose, California. Summary: The Court of Appeal, Sixth Appellate District in San Jose, is accepting applications for the position of Judicial Secretary II. The Judicial Secretary II provides support to appellate court justices and court clerks by performing a variety of high production secretarial and clerical tasks. The secretary serves the entire court and staff, and is assigned as needed to substitute during illnesses, vacations and other absences as well as to assist with added workload assignments and special projects. Assignments may include assisting in the chambers of an appellate court justice, the Writ Department and/or the clerk’s office. Duties: Typing/word processing and proofreading opinions, court memoranda, and other legal documents; Cite checking of opinions; Responding to the needs of the Writ Department; Tracking cases to ensure timely preparation; Distributing and/or filing of draft opinions; Exhibiting proper telephone techniques; Maintaining a complex record filing notification system; Exhibiting basic accounting and data entry skills; and performing other duties as assigned. Qualifications: Equivalent to graduation from high school and three years of legal secretarial experience or two years as a Judicial Secretary I in the judicial branch. Directly related college level course work may be substituted for required experience on a year-for-year basis. Advanced computer application skills, working knowledge of Microsoft Office 2000; a background that includes appellate court experience or knowledge of the operations, procedures and policies of the appellate courts and judicial system; ability to transcribe from dictation equipment; and knowledge of legal source materials. Ability to accurately type 55 words per minute. Salary: $3,768 - $4,580 per month (Starting salary may vary between $3,768 and $3,956 per month). (2005)

COURT JUDICIAL ASSISTANT: Colorado Springs, Colorado. Summary: Provides highly complex case processing and coordination of judicial activities in a Judge’s, Magistrate’s, or Clerk of Court’s Office. Provides customer service, data entry, file maintenance, intakes and disburses monies owed to the court, schedules court proceedings, assists the Judge with case flow management, maintains an orderly courtroom, and performs the full range of Clerks’ Office or Division Office functions by the time the employee reaches the “master” level in the compensation range. May occasionally require travel. Qualifications: Graduation from high school or equivalent. Salary: $2,063 - $3,720/Month. (2005)

JUDICIAL SECRETARY: Mohave County Superior Court, Kingman, Arizona. Summary: Provides advanced level executive secretarial support to a general jurisdiction judge. Qualifications: include a high school diploma and 3 or more years of executive secretarial experience. An associate's degree in secretarial science or related field and judicial or legal secretary experience is preferred. Annual salary range: $22,256 - $27,206. (1998)

JUDICIAL SECRETARY: Mohave County Superior Court, Bullhead City, Arizona. Duties: responsible for providing advanced-level executive secretarial support to various superior court judges and the appointed court commissioner assigned to Bullhead City. Position involves extensive public contact, office management, word processing, and scheduling and calendaring functions. Excellent organizational, written and oral communication skills and ability to maintain effective work relations with various judges, court personnel and the public. Qualifications: include high school diploma or equivalent and 5 years of executive secretarial experience of a discretionary and confidential nature. An associate’s degree in secretarial science or related field and judicial or legal secretarial experience is preferred. Starting annual salary range: $20,820 - $27,996, depending on qualifications. (1996)

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