Administrative Specialist

Job ID: 6760Full/Part-Time: Full-TimeLocation: San FranciscoOffice: Facilities ServicesDepartment: Facility Mgmt Info SystemsRegular/Temporary: RegularDeadline: October 21, 2026Posted: October 14, 2026 Apply to Job (link is external) Overview The Judicial Council of California is accepting applications for the position of Administrative Specialist with the Facilities Services office. Duties Under the direction of the Facility Management Information Systems Supervisor, this Administrative Specialist position performs the full range of administrative duties in support of the Facility Management Information Systems (FMIS) and the Customer Support Center (CSC) units. Duties include administrative support for the Computer-Aided Facilities Management (CAFM) system, and other peripheral databases to support the facility management of California's courthouses. Functions to support CAFM and other FMIS databases include: User account maintenanceEnd user supportUser trainingData collection, uploads, and validationData entryPreparing and running queries and reportsWorking with technical staff to address data related issuesMonitoring data for compliance and non-compliance for manager reviewMaintaining and updating databasesDrafts, proofs, processes, and tracks short form business requirements documents for low complexity system changesValidates system changesCommunicating with service providers on system maintenance activities and system changesProvides orientation and guidance to new staff on using CAFM and other FMIS systems/databases Other Administrative Support Duties Include Provide administrative support to the FMIS and Customer Support Center (CSC) unitsProcesses fees, payments, and contractsProcesses invoices as assignedProvides administrative support to the Facilities Services Office on an as-needed basis, which may include invoicing, requisitions, Travel Expense Claims, and office supply ordering/distribution 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. 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 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. Responsibilities Provide support for CAFM and other FMIS databasesAccount Management: Set up new user accounts, retire accounts, assist with password resets, support login issues, and update users' profiles.End User Support: Serve as the first point of contact on the FMIS team for customer support requests for the CAFM database.Provide training to internal and/or external users (typically 1 on 1) in assigned areas, including CAFM and FMIS databases.Provides administrative support for the FMIS and CSC units, and the Facilities Services Office on an as-needed basisCalendar management using Microsoft Outlook. Emphasis on scheduling meeting requests, resolving scheduling conflicts, and shifting meetings in consultation with other parties as needed.Frequent use of Word and Excel and various FileMaker PRO databases requiring high-level proficiency. Periodic use of Visio, PowerPoint, and Access requiring average proficiency.Billing/Invoice ManagementIntake and Routing of invoices for approval within the office. Log invoices into invoice tracking databases and work with the Fiscal Support Unit to process payments. Provide back-up coverage and support for FSI inbox (Facilities Services Invoices) when primary staff is unavailable.Attend monthly unit budget review meetings.Other Administrative SupportGeneral administrative duties such as daily mail sorting and distribution, maintenance of phone and email distribution lists.Support updates to Facilities Services internal SharePoint resources pages, including support for organizational charts, rosters, floorplans, and onboarding resources.Draft, proof, process, distribute, and track correspondence and forms. Develop templates and forms. File and/or post documents as assigned. Qualifications 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. Other Information Please note, if you are selected for hire, verification of employment eligibility or authorization to work in the United States will be required. How To Apply 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 October 21, 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. Pay And Benefits $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 program14 paid holidays per calendar yearChoice of Annual Leave or Sick/Vacation Leave1 personal holiday per yearUp to $130 per month reimbursement for qualifying commuting costsCalPERS Retirement Plan401(k) and 457 deferred compensation plansEmployee Assistance ProgramBasic Life and AD&D InsuranceFlexElect ProgramPretax ParkingLong Term Disability Program (employee paid/optional)Group Legal Plan (employee paid/optional)Public Service Loan Forgiveness (PSLF) eligibility Equal Employment Opportunity The Judicial Council of California Is an Equal Opportunity Employer. Supplemental Questions 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. Please describe what interests you about this job and why you believe it is a good fit. 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