Administrative Office Specialist II - Term Limited Employment

Full-time, exempt position with a salary range of $52,256.40 - $75,771.24. This is a term-limited role expected to last approximately twenty-four months, though the end date may vary based on business needs and funding. Salary offers consider relevant experience, budget, and compliance with the Equal Pay for Equal Work Act.

About the Role

Provides experienced administrative and customer support within a judicial district, probation department, or other unit. Responsibilities include purchasing, vendor communication, human resources transactions, payroll, timekeeping, and general administrative tasks. In larger districts, may specialize in finance or human resources. This role involves training or guiding newer employees and handling a wider range of activities with greater independence compared to an Administrative Specialist I.

Responsibilities

• Acts as a liaison between the Judicial District and court staff, judges, the public, vendors, department heads, probation, and outside governmental agencies.
• Reconciles accounting transactions with banking systems and reallocates charges based on proper account coding.
• Follows fiscal rules and guidelines from the Judicial Financial Services Division.
• Processes account receivables, payables, and reimbursement requests; reviews expenditure reports for accuracy.
• Coordinates with the Financial Services Division to resolve accounting issues.
• Compiles and analyzes complex accounting data.
• Purchases office supplies, equipment, and furniture, ensuring competitive pricing.
• Assists Human Resources with recruitment, onboarding, benefits, personnel documentation, timekeeping, and leave management.
• Explains family leave, medical leave, disability, and workers’ compensation to personnel.
• Participates in mandatory HR training.
• Ensures access and accessibility to courtrooms, buildings, offices, and public areas; coordinates with county facility staff for repairs and meeting space needs.
• Provides preliminary backup support to IT technicians for systems and equipment (e.g., printers, scanners, video teleconferencing).
• Attends required meetings and trainings.
• Occasionally directs helpers, assistants, seasonal employees, interns, or temporary employees.
• Performs other duties as assigned.

Requirements

• High school diploma or G.E.D. (additional relevant work experience may substitute on a year-for-year basis).
• 3 to 5 years of experience in an administrative field.
• Advanced skills and extensive knowledge of administrative work, capable of handling complex tasks.
• Recognized for technical depth of knowledge within the organization.
• May be responsible for billing, collection, accounting of funds, or handling cash.

Skills

• Advanced administrative and customer support skills.
• Proficiency in accounting, payroll, and timekeeping systems.
• Strong communication and liaison abilities with diverse stakeholders.
• Ability to train or guide newer employees.
• Knowledge of fiscal rules, HR policies, and procurement processes.

Work Environment

• Sedentary work: Exerting up to 10 pounds of force occasionally; primarily sitting.
• Work locations include offices, indoor environments, and occasional outdoor or confined spaces.
• Exposure to hostile or irate individuals, those with violent backgrounds, or communicable diseases.
• Good work environment: Relatively free from unpleasant conditions or hazards.