Executive Assistant - Presiding Judge

DEFINITION Under general direction, this classification performs a variety of highly responsible, confidential, and complex administrative duties, and is responsible for coordinating the day-to-day calendar of the presiding judge.

This position is designated as an at-will position.

TYPICAL DUTIES Duties may include, but are not limited to the following: Provides advanced level administrative support to the Presiding Judge which includes maintaining calendars, scheduling travel, meetings and conferences, typing and drafting memoranda, correspondences, and other documents, often of a highly sensitive, deadline driven and confidential nature.

Work assignments require a high degree of thoroughness and accuracy in performing administrative details within established time constraints while complying with court standards, local rules and other laws and regulations.

* Manages and coordinates the presiding judge's calendar, such as meetings, appointments, and events, including scheduling, reserving meeting spaces, and typing and printing agendas, if needed.

* Screens phone calls, and messages, and serves as the presiding judge's first point of contact for internal and external communications.

* Plans and coordinates travel, including flights, accommodation, transportation, and detailed itineraries.

* Prepares documents, reports, presentations, and correspondence in accordance with the presiding judge's communication style and standards.

* Organizes and coordinates events, ceremonies, meetings, interviews, or conferences for the presiding judge and/or the bench.

* Handles sensitive information with discretion, maintaining the required confidentiality and security.

* Coordinate Judicial Time Off.

* Administer Assigned Judges Program.

* Coordinate Judicial Training in compliance with state, judicial council and local requirements to include yearly reporting.

* Creates necessary policies and procedures for Presiding Judge Office.

* Compiles data or information, documents, and create related survey or reports.

MINIMUM REQUIREMENTS AND QUALIFICATIONS Any combination of education and experience which has led to the acquisition of the required knowledge, skills and abilities.

An example of qualifying education and experience includes: Education: Minimum of high school diploma, or its equivalent, with at least 2 (two) years of work experience performing a variety of complex legal administrative and office support work, including substantial experience working with a clientele involving members of the public.

Typing/Keyboarding Skills: 55 WPM, with certification from acceptable typing centers.

Click on the link for details, under the Typing Certificate Information section.

License: A valid California driver's license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Knowledge and Skills: * Knowledge of organization and functions of a Superior Court in California.

* General office management and practices with particular emphasis in the work of a legal administrative office.

* Proper English usage, including grammar, spelling, vocabulary; basic math.

* Knowledge with preparation and format for legal correspondence and related reports.

* Proficiency in MS Word, Outlook, Excel, PowerPoint and other computer programs required to complete assigned tasks.

* Time management and organization skills for prioritizing assignments and tasks.

* Regulations and procedures governing the maintenance and disclosure of public records.

* Customer and interpersonal skills.

* Teamwork and collaboration skills.

* Problem-solving skills to effectively resolve situations.

Ability to: * Perform a wide variety of basic, complex and specialized legal administrative support.

* Set priorities for work assignments in accordance with business needs.

* Understand and explain court functions, processes and procedures to others.

* Gather, organize, analyze, and present a variety of data and information.

* Problem-solve, assess and use tact, discretion, and diplomacy in handling day-to-day work and situation.

* Prepare summaries of reports and correspondence; compose reports and letters independently.

* Communicate clearly and effectively, orally and in writing.

* Understand and follow oral and written directions.

* Read, write and speak English at a level necessary for satisfactory job performance.

* Use computer and related applications at a level, speed and accuracy necessary to perform assigned duties.

* Maintain confidentiality of court documents, information and records.

* Work with considerable independence and initiative, while exercising good judgment within scope of the position.

* Establish and maintain effective working relationships with judicial officers, court employees, members of the public, and others encountered in the course of work.

Physical Environment: * Ability to use a personal computer and its peripherals including keyboarding, mouse and monitor.

* Ability to grasp and manipulate files.

* Frequent hand and/or wrist motion.

* Occasionally reaching at or above shoulder level.

* Occasional lifting or carrying files, binders or documents of up to 10 lbs.

* Shared office space with varying degrees of temperature.

* Frequent interruptions due to phone calls or individuals stopping by in the office.

* Walking on parking lots and walkways with uneven ground, to get to and from assigned work area.

* Constant communication with individuals from various socio-economic backgrounds.

In addition to your wages, the Superior Court of California, Superior Court of California, County of Ventura offers you an extensive benefits package, including: * FLEXIBLE BENEFIT PROGRAM: You allocate the Court's non-taxable biweekly contribution among several benefit options, such as Medical, Dental and Vision benefits.

Pre-tax Salary Reduction available if the costs for the benefits package you select exceed the Superior Court of California, County of Ventura's contribution.

This saves you taxes by lowering your taxable income.

Cash added to your biweekly taxable pay, depending on the selection you have made.

* FLEXIBLE SPENDING ACCOUNTS: Increase your spending power by reimbursing you with pre-taxed dollars for IRS approved dependent care and health care expenses.

* ANNUAL LEAVE: Hours toward vacation or any other paid time off is earned according to policy and guideline set forth by the court.

* DEFERRED COMPENSATION PROGRAM: 401(k) and 457 Deferred Comp programs are available to eligible employees.

* RETIREMENT: The Court will comply with the provisions of the Public Employees Pension Reform Act (PEPRA), as amended This summary is informational only, and cannot modify or affect your benefits in any way, nor shall you accrue any rights because of a statement or omission from this summary.

Please refer to Plan Brochures and Memorandum of Agreement or Resolution for details.

01 This position requires the following: Minimum of high school diploma, or its equivalent, with at least 2 (two) years of work experience performing a variety of complex legal administrative and office support work, including substantial experience working with a clientele involving members of the public.

Do you meet these requirements?

* Yes * No 02 This position requires typing abilities of at least 55 WPM Net.

The typing certificate must be provided by one of the locations provided in the list below, prior to the scheduled recruitment testing or exam: Are you able to provide a typing certificate per the posted requirement?

Locations for 5-minute typing tests ALL LOCATIONS REQUIRE A VALID PICTURE ID AND EMAIL ACCOUNT No charge or appointment is required at the following locations Monday-Friday, 8:00 A.M.

- 4:00 P.M.

West County- America's Job Center of California 2901 North Ventura Road, Suite 300, Oxnard.

East County Community Service Center of California 2900 Madera Road, Suite 100, Simi Valley.

Approved locations which require a $10 fee and appointments: Ventura Adult & Continuing Education Appointment Only: Tuesday and Thursday 5200 Valentine Road, Ventura Call Ext 210 or email * Yes * No 03 Describe your work experience that involves performing a variety of complex legal administrative and office support work, including substantial experience working with a clientele involving members of the public.

Required Question Employer Superior Court of California, County of Ventura Address 800 South Victoria Avenue, Hall of Justice Mailing Address: PO Box 6489 Ventura, California, 93009-6489 Phone Website