Colorado Judicial Branch
Administrative Office Specialist I
Job Title
Administrative Office Specialist I
Job Code
R41803
Job Series
Trial Courts/Probation
FLSA Status
Non-exempt
OCC Group
Professional Services (PS)
Signature of the State Court Administrator approval available on file in the Human Resources Division.
General Statement Of Duties
Summary of Job Classification:
Assists with administrative and customer support within a judicial district, probation department, or other unit. Provides purchasing and vendor communication support and performs human resources transactions, such as updating and maintaining employee data/files, conducting new employee orientations, and assisting with benefits enrollment. Supports payroll and timekeeping and other administrative support work.
Distinguished from Administrative Specialist II by a focus on a relatively narrow set of standard processes and functions that require less knowledge of the judicial branch’s processes and systems.
Distinguishing Factors
Human Collaboration:
Work requires regular interaction involving exchange and receipt of information. Interactions have limited impact.
Freedom to Act & Impact of Actions:
Receives Immediate Direction
Employee normally performs assignments after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. The immediate reviewer may, at times, provide close and constant review. Impact of actions are moderate.
Knowledge & Skills:
Full Performance: Work requires comprehensive, practical knowledge of work processes. Incumbent can complete a broad range of work, sometimes complex, without frequent reference to others. Likely impact on organization is standard.
Fiscal Responsibility:
May be responsible for the billing, collection and/or accounting of funds. May be responsible for the handling and balancing of cash.
Essential Functions Of the Position
To perform this job successfully, an individual must be able to perform essential functions listed below satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency and percentage of time may vary based on assignment.
Reviews, validates, and processes invoices from multiple vendors and treatment agencies. Ensures accuracy of received goods and services as well as proper account code.
Investigates billing issues, system issues, contract and pricing issues and general inquiries. Researches and resolves issues. Works with vendors as appropriate.
Reconciles credit card charges and other accounting transactions with the banking institution system. Reallocates charges based on proper account coding for purchases. Follows proper fiscal rules and guidelines provided by the Judicial Financial Services Division.
Reviews all expenditure reports within the State accounting system for accurate coding. Processes Journal Voucher forms to correct coding errors. Coordinates with the Financial Services Division - Accounting to answer questions, provide clarification, or resolve issues.
Purchases office supplies, equipment, and furniture. Ensures the department receives competitive and fair pricing. Manages purchasing and tracking of customer related expenditures (bus passes, incentives, etc).
Coordinates with county facility staff to address building issues, repair needs and meeting space needs. Communicates with department staff about such issues, progress, and resolution.
Arranges all employee travel for meetings, events, and conferences. Educates employees about authorized purchases, reimbursable policies, and other travel fiscal rules. Manages department vehicles, including scheduled maintenance.
Facilitates vendor access to the judicial procurement system. Assists vendors with completing documentation, entering information into the system, and resolving system errors.
Provides training as appropriate.
Attend meetings and trainings as required.
Performs other duties as assigned.
Supervisor Responsibilities
Job has no responsibility for the direction or supervision of others.
Minimum Education
Education and Experience Equivalency:
High school diploma or G.E.D.
OR
Additional work experience in these or other related fields may be substituted on a year for year basis for the required formal education.
Work Related Experience:
1 to 3 years of experience in an administrative field.
Licenses and Certifications:
None.
Physical Demands
Physical Effort Requirements:
Sedentary Work - Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally.
Work Environment
Work Environment:
Good-Relatively free from unpleasant environmental conditions and/or hazards.
Work Location:
Office or similar indoor environment.
Exposures:
Individuals who are hostile or irate; individuals with known violent backgrounds; communicable diseases.