Colorado Judicial Branch
Executive Assistant SCAO
Job Title
Executive Assistant SCAO
Job Code
R41050
Job Series
Administrative SCAO
FLSA Status
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:
Provides specialized administrative, technical, and analytical support for an SCAO division and/or division director to ensure the effective running of the unit. Verifies the alignment of work products with the Judicial Department’s and division’s policies, procedures, and rules, as well as the director’s scope of responsibilities, authority, and priorities. Assists the director with a wide variety of matters to ensure the smooth running of the division, including calendaring, budget development and management, data compilation and analysis, preparation for daily activities and meetings, anticipation and coordination of supplies, logistical arrangements, equipment, and resources, and related activities.
Distinguishing Factors
Human Collaboration:
Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Contacts may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas. Interactions have limited impact.
Freedom to Act & Impact of Actions:
Receives General Direction
Employee normally perform the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically. Impact of actions are moderate.
Knowledge & Skills:
Advanced
Work requires advanced skills and advanced & extensive knowledge of work. Incumbent can handle complex tasks and translate complex nuances related to aspects of the job. Recognized by others within organization for technical depth of knowledge. 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 assigned 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.
Provides specialized administrative support and technical support for an SCAO division or division director to ensure the effective running of the SCAO.
Verifies the alignment of work produced with policies, procedures, and rules related to the Judicial Department. Analyzes, interprets, and understands data to produce reports.
Organizes the director's schedule and coordinates logistics for travel, meetings, trainings, and vehicle reservations.
Helps manage and resolve multiple email inquiries that require immediate resolution.
Assists with developing the budget by coordinating information from multiple functional and operational areas. Monitors, verifies, tracks, and documents expenditures or revenues. Reviews budget documents and records for consistency and prepares various reports and other support documents. Creates forms and procedures for document preparation to support the director’s budgetary responsibility.
Determines office needs for supplies and equipment and recommends resources and equipment needs.
Organizes meeting logistics, including taking minutes, coordinating catering, setting up rooms, and working with building management to ensure meeting space needs.
Participates in multiple committees. Coordinates activities that build fellowship and camaraderie among employees.
Contributes to the onboarding and offboarding processes. Develops job requisitions, manages the interview process, and completes equity measurements to generate offer letters. Maintains employee equipment and inventory.
Manages and updates the Judicial Resource Manual (JRM) documents and other data retention tools, including Microsoft Teams, Judicialnet, SharePoint, and the Courts website.
Performs other duties as assigned.
Supervisor Responsibilities
Work requires providing guidance and the potential to oversee another employee. This position may oversee work quality, training, instructing and work assignments. The work performed by majority of employees is semi complex.
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:
3 to 5 years of experience in a paralegal or 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; confined space.
Exposures:
Individuals who are hostile or irate.