Program Administrator -Administrative Office of the Courts (AOC) (Non Merit)

Responsibilities

• Maintains statewide Master Commissioner appointment and reappointment records and provides authorized compensation, staffing, bonding, and program information to Master Commissioners and external agencies.
• Makes sure required bonds and related compliance documentation for Master Commissioners and authorized staff are monitored; follows up on incomplete or expiring records.
• Maintains and coordinates updates to the Master Commissioner Accounting Policies and Procedures Manual, forms, templates, guidance, and program communications.
• Handles Master Commissioner requests for waivers, extensions, exceptions, expenses, salaries, staffing, and other approvals; prepares recommendations or exercises delegated approval authority as formally assigned.
• Coordinates Master Commissioner collateral security agreements and routes nonstandard agreements for legal and executive review.
• Develops annual salary and staffing analyses for Master Commissioners offices, prepares supporting documents, and drafts administrative orders for review.
• Develops and distributes Master Commissioner annual report templates; receives annual and final reports; validates, records, analyzes, and summarizes financial and operational data; and identifies incomplete, inconsistent, or unusual information for follow-up.
• Captures, processes, records, and coordinates deposit of excess fees or other remittances associated with Master Commissioner operations in accordance with established controls.
• Assesses training needs and coordinates orientation, training, communications, and resource materials for new and existing Master Commissioners.
• Maintains Master Commissioner program records, distribution lists, webpages, shared resources, and documentation in accordance with records-retention and confidentiality requirements.
• Coordinates Master Commissioner Advisory Committee communications, scheduling, logistics, and follow-up.
• Plans and coordinates the annual Master Commissioner conference and other program events.
• Serves as Office of Finance and Administration leadership liaison; develops agendas, prepares and distributes meeting materials, records minutes, maintains official records, and tracks action items.
• Develops and maintains OFA organizational resources, including staff directories, organizational charts, reporting structures, orientation materials, leadership records, and shared reference materials.
• Organizes and administers OFA leadership SharePoint sites and other electronic repositories; maintains logical access, document organization, and current content.
• Publishes and distributes reports, legal opinions, audit materials, communications, and other OFA organizational resources.
• Coordinates OFA leadership meetings, including scheduling, agenda development, meeting materials, minutes, decision records, and action-item tracking.
• Maintains OFA departmental distribution lists and communication tools.
• Reviews, processes, routes, and tracks documents requiring OFA Director’s review or approval.
• Prepares correspondence, reports, presentations, spreadsheets, and other documents for executive and leadership use.
• Administers the OFA conference-room calendar, coordinates room setup, and provides basic assistance with meeting technology.
• Manages the OFA Director's calendar and provides confidential administrative and operational support.

Qualifications

• Education: Bachelor's degree from an accredited college or university in public administration, business administration, accounting, finance, management, communications, court administration, or a closely related field.
• Experience: Three years of progressively responsible experience in program administration, governmental or judicial administration, financial administration, executive operations, policy implementation, or a closely related field. Substitute Education for Experience: Education will substitute for experience on a year-for-year basis. Substitute Experience for Education: NONE
• Special Requirements: Experience with court or government programs, financial-report review, policy and procedure development, committee support, SharePoint administration, and Excel data analysis is preferred.