Administrative Specialist

The Judicial Council of California is accepting applications for the position of Administrative Specialist with the Facilities Services office.

The Administrative Specialist will provide comprehensive administrative support to the Program Accountability unit. This role will primarily involve assisting with the coordination and execution of internal programs, processes, and procedures. Key responsibilities include but are not limited to, supporting utility data entry, managing utility-related billing discrepancies, and assisting with the timely resolution of account issues. The position interacts with utility vendors, internal stakeholders, and customers to ensure accurate data entry and seamless billing processes. The role also requires coordination with various internal departments and external vendors to maintain data accuracy and resolve service-related issues, as well as report formatting and distribution, correspondence drafting, and procurement activities. Additionally, the role will involve managing travel arrangements, coordinating meeting logistics, preparing agendas, taking meeting minutes, and processing travel expense claims. The specialist will also maintain financial records and perform other administrative tasks as assigned.

This position requires the ability to work independently with moderate to minimal supervision, collaborating with various stakeholders including JCC Facilities Services, Branch Accounting and Procurement, and vendors that work with the Sustainability unit.

The Judicial Council
The Judicial Council of California is the policy setting body for the state court system and has constitutionally conferred statewide rule-making authority. This authority includes developing, advocating for, and allocating the judicial branch budget. A majority of Council members are California state justices and judges; however, the Council also includes lawyers, legislators, and court administrators.

By enhancing its role as a leadership, knowledge, and service resource for the judicial branch, the Judicial Council’s staff organization seeks to continue to evolve as one of California’s most dynamic public service entities, focused on improving access to justice for all Californians by innovating and responding to the changing needs of the courts and the public. As a government body charged with improving the statewide administration of justice, the Judicial Council has multiple offices with diverse responsibilities relating to court policy and operations. As employees of the council, every member of staff should view and approach their work as one Judicial Council with a public service mission that is greater than the sum of its parts.

The Judicial Council strives for work-life balance, including substantial vacation and holiday time. In addition, we offer an excellent benefits package, including pension, medical, dental, and vision coverage, flexible spending, up to $130 per month reimbursement for qualifying commuting costs, student loan forgiveness as part of Public Service Loan Forgiveness (PSLF), and retirement savings plans. In San Francisco, the office is only a 7-minute walk from the Civic Center BART station. In Sacramento, the office is minutes from downtown, just north of Discovery Park.

The Judicial Council offers hybrid work arrangements for many positions. The successful candidate will be expected to work in person at the Judicial Council’s San Francisco or Sacramento office at least two days per week, based on their office leader’s direction, and reside in the areas surrounding these locations. To be eligible for Judicial Council employment and participation in the Judicial Council’s Hybrid Work Program, a prospective or current employee’s primary residence/remote work location must be in the State of California and within a 150-mile driving radius of their assigned reporting location.

• Provide Administrative Support to the unit.
  • Oversee the Sustainability inbox, addressing inquiries from vendors, distribution to staff, and ensuring timely responses and action.
  • Independently manage the unit manager’s calendar, resolving scheduling conflicts, arranging meetings, and prioritizing appointments based on organizational needs and program requirements.
• Contracts and Budget Administration
  • Attend monthly unit budget meetings, providing support to the Supervisor in monitoring budgetary needs and encumbrances.
  • Manage requisitions, contracts, and amendment requests in Fi$Cal, including initiating requests, receiving goods and services, and proactive follow-up on pending tasks.
• Utility Data Management Support
  • Review customized reports for late bills, late fees, and missing invoices, identifying discrepancies and ensuring proper documentation.
  • Handle utility account concerns and service-related issues in a professional and timely manner, ensuring customer satisfaction.
• Utility Invoice Payment Functions
  • Prepare daily batch reports from the Energy Manager application, summarizing utility invoices.
• Serve as back up for Fiscal Invoice Intake and Processing
  • Regularly check the Facilities Services inbox for incoming invoices from vendors (both electronic and paper), ensuring timely processing and handling.
  • Accurately enter basic invoice information into the invoice database, ensuring all relevant details are captured for processing.
    

EDUCATION AND EXPERIENCE
Two (2) years of experience in administrative support, database maintenance, or meeting/event planning.

OR

Associate’s degree, preferably in the area of assignment. Additional directly related experience and/or education may be substituted on a year-for-year basis.

OR

One (1) year as an Administrative Assistant with the Judicial Council of California or one (1) year of experience performing the duties of a class comparable in the level of responsibility to that of an Administrative Assistant in a California superior court or California state-level government entity.

Please note, if you are selected for hire, verification of employment eligibility or authorization to work in the United States will be required.

This position requires the submission of our official application, responses to the supplemental questions, and a resume. To ensure consideration of your application for the earliest round of interviews, please apply by 5:00 P.M. on May 8, 2026.

To complete the online application, please click the Apply for Job button.

The Judicial Council provides reasonable accommodation to applicants with disabilities who request such accommodation. Reasonable accommodation needs should be requested through Human Resources at (415) 865-4260. Telecommunications Relay Service (TRS) is available by dialing 711. Once connected, provide the relay operator with the number for Human Resources: 415-865-4260.

To better assess the qualifications of each applicant, we will review your responses to the following questions. Please indicate for which employer you performed these functions. Your answers should not exceed a total of three pages.

• This position involves daily utility invoice entry and review across 460+ facilities using multiple software platforms. Describe a time you performed high-volume, repetitive data entry over an extended period. How did you maintain accuracy and catch your own errors?
• The unit uses specialized systems (Energy Star Portfolio Manager, Energy Manager, Fi$Cal) that most applicants won't have used before. Tell us about a time you had to learn an unfamiliar software system or technical process with limited training. How did you approach the learning curve?
• This role requires coordinating with utility vendors, Branch Accounting, Procurement, and technical staff to resolve billing discrepancies and payment issues. Describe a situation where you worked with several different parties to resolve an administrative or financial problem.
• The position balances recurring daily tasks (invoice processing, inbox monitoring, batch reports) with unpredictable short-notice requests (ad-hoc reports, meeting prep, procurement). How do you organize your work when routine responsibilities and urgent requests compete for your time? Give a specific example.
• This position supports both the Sustainability unit and the Fiscal Support unit under Program Accountability. The work ranges from utility data management to contracts, requisitions, and budget tracking in Fi$Cal. Describe your experience supporting multiple teams or functional areas simultaneously. How did you ensure each area received adequate attention?
• Our unit works with energy and sustainability data that may be unfamiliar. The role doesn't require technical knowledge, but it does require willingness to understand what the data represents and why accuracy matters. What interests you about working in a sustainability-focused unit?

$5,614 - $7,858 per month

Please note due to statewide fiscal conditions, the posted salary range is subject to a temporary 3% reduction. In exchange for this reduction, judicial branch employees accrue an additional 5 hours of paid personal leave per month through June 30, 2027.

Some highlights of our benefits package include:

• Health/Dental/Vision benefits program
• 14 paid holidays per calendar year
• Choice of Annual Leave or Sick/Vacation Leave
• 1 personal holiday per year
• Up to $130 per month reimbursement for qualifying commuting costs
• CalPERS Retirement Plan
• 401(k) and 457 deferred compensation plans
• Employee Assistance Program
• Basic Life and AD&D Insurance
• FlexElect Program
• Pretax Parking
• Long Term Disability Program (employee paid/optional)
• Group Legal Plan (employee paid/optional)
• Public Service Loan Forgiveness (PSLF) eligibility

The Judicial Council of California Is an Equal Opportunity Employer.