This is a journey-level class. Incumbents at this level perform the full range of general to specialized administrative support duties and responsibilities, working independently and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Judicial Secretary III in that incumbents in this class provide direct administrative support to judicial officers, subordinate judicial officers, executive officers and Court staff.

Duties may include, but are not limited to the following:

• Performs a wide variety of confidential and sensitive administrative work for judicial officers, subordinate judicial officers, executive officers, and Court Staff, including drafting memos and legal documents, making training and travel arrangements, preparing agendas and informational packets, setting up meeting and training rooms, and taking and transcribing minutes.
• Reviews, processes, tracks and provides sensitive detailed and technical forms, files, records and reports associated with multiple Rules of Court, policies, and procedures pertaining to judicial officers, prepares related reports and queries for judicial officers.
• Assists Court staff in researching, compiling, analyzing, and developing information for projects, studies, and reports from a variety of resources; interprets Court policy on routine administrative matters and explains procedures to others.
• Performs various basic counting/bookkeeping work which includes verifying or computing financial data, preparing billing invoices, reconciliation and reimbursement for CAL-Card purchases, travel reimbursement, etc.
• Coordinates a variety of special events and meetings for judicial officers including awards, events honoring judicial officers, investitures and retirements, magistrate duty, new Judge orientation, etc.; contacts venues about facilities and services; conducts research, makes site visits, and finds resources to help with decisions about event possibilities; serves as a liaison with vendors on event-related matters.
• Assists with coordinating on site set-up and clean-up for events, as necessary; prepares invitations, name tags, materials, registration lists, and seating cards; assists with preparing event budgets and provides progress reports for each event; monitors event finances; coordinates appointments and scheduling of events.
• Performs other clerical/administrative work as required, which may include but is not limited to copying documents, filing/retrieving files, reviewing and processing mail, faxing information, serving as a receptionist at the front counter, maintaining calendars, maintaining law libraries, maintaining inventory of supplies and materials, etc.
• Prepares binders, pamphlets, and other materials for meetings and programs; complies, copies and distributes information/document packets for presentations, ensuring completeness and accuracy of contents.
• Communicates with Court officials and staff of other internal and external stakeholders to obtain and relay information and to coordinate activities.
• Performs special projects as requested by judicial officers, subordinate judicial officers, executive officers, and Court staff.
• Performs other duties as assigned.

A typical way of obtaining the required knowledge and abilities is equivalent to:

Experience: One (1) year of experience in the class of Judicial Secretary III in the Sacramento Superior Court or a comparable class in government service.

Or II

Experience: Two (2) years of experience in the class of Judicial Secretary II or Secretary (Confidential) in the Sacramento Superior Court or a comparable class in government service.

Or III

Experience: Four (4) years of increasingly responsible office support experience.

Substitution: Education from an accredited college, business school or training school that is directly related to the knowledge and abilities specified for this class may be substituted for a maximum of two (2) of the four (4) years of increasingly responsible office support experience.

Knowledge of:

• The court system and organization, functions, rules, policies, and procedures applicable to administrative and court operations.
• Protocol for elected officials in a political environment.
• Rules and methods of court administration related to judicial officer requirements.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Methods of preparing and processing various records, reports, forms, and other legal documents.
• Administrative survey techniques and skill in their application.
• Methods and techniques used for basic legal research and other administrative information.
• Event planning, negotiations, and preparation.
• Techniques for providing a high level of customer service by effectively dealing with Court staff and the public.
• Correct English usage, spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free
• General Computer and office software, including word-processing, email, databases, and spreadsheets.

Ability to:

• Plan, organize, and prioritize the full scope of administrative projects rapidly and accurately with minimal supervision and under tight time constraints.
• Maintain confidentiality of sensitive information received.
• Be flexible and change assignments or direction on a moment's notice; determine multiple priorities quickly.
• Review situations accurately and determine appropriate courses of action using judgment accordingly to established policies and procedures.
• Understand, interpret, and apply a variety of pertinent administrative and departmental laws, code, regulations, policies and procedures, and standards relevant to work performed.
• Research, gather, evaluate, and organize information; prepare documents, reports, and/or spreadsheets.
• Organize and maintain accurate, current, and complete records and specialized files.
• Proofread and edit materials to identify grammatical and consistency errors.
• Represent the Court in a professional manner using tact, initiative, discretion, and diplomacy in sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with judicial officers, Court staff, the public, numerous outside entities and representatives of the public.
• Recognize and respect limits of authority.
• Remain calm and maintain composure in highly stressful situations.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.

Must be able to pass a criminal history information background check.

The following is an explanation of the benefits, which apply to those employed in regular or limited-term positions:

Vacation: Vacation with pay varies depending upon the employee representation unit. New employees typically earn 10 days per year and accrual rates normally increase according to years of service.

Holidays: The Superior Court of California, County of Sacramento recognizes 13 ½ holidays and 2 floating holidays per year.

Sick Leave: Employees accrue 4.6 hours per bi-weekly pay period, equivalent to 15 days per year.

Parental Leave: Employees with at least 1 year of service are eligible for paid parental leave upon the birth or adoption of a child.

Retirement: Employees are covered by the Sacramento County Employee's Retirement System (SCERS) and Social Security.

Group Health Insurance: The Court offers several choices of employee and dependent health insurance coverage, with a significant portion paid by the employer.

Dental and Vision Services Plan: Employee and dependent dental and vision insurance plans are provided at no cost.

Life Insurance: Basic employee life insurance is provided at no cost to the employee with additional optional life insurance available at the employee's cost.

Medical and Childcare Flexible Spending Accounts: The ability to deduct a portion of your salary before taxes to apply toward medical expenses and/or child care expenses.

Deferred Compensation: The Court offers a Deferred Compensation Program.

Sacramento Credit Union: The credit union offers loan facilities and systematic savings plans through payroll deduction.

Tuition Reimbursement: The Court reimburses up to $2,400.00 dollars of an employee's educational expenses as outlined in its Tuition Reimbursement policy.

Long Term Disability: A Long Term Disability (LTD) plan is provided at no cost to employees.

Transit Subsidy: The Court provides a transit subsidy to eligible employees based on current policy.