• Job Description

  Req#: 4211408
  
  
  POSITION TITLE: Senior Executive Assistant to the Executive Officer/Clerk of Court
  
  
  SALARY: $7,549.82 - $10,454.09 Monthly
  $90,597.84 - $125,449.08 Annually
  WORK LOCATION: Hybrid (Downtown Los Angeles)
  FILING PERIOD: 09/21/2023 – 10/19/2023 at 11:59 PM (PST)
  EXAM NUMBER: R9879B
  RECRUITMENT TYPE: Open Competitive Job Opportunity
  Priority consideration will be given to those who apply by October 1, 2023.
  
  
  
  
  ABOUT THE COURT
  Superior Court of California, County of Los Angeles (Court) is the largest unified trial court in the United States. Its 580 judges and commissioners work in one of the 40 facilities within the Court's 12 judicial districts and are supported by more than 4,500 full-time Court employees. The Court has an annual budget of more than $1 billion. Located in Southern California, Los Angeles County is geographically one of the nation's largest counties, covering 4,084 square miles and, with over 10,400,000 residents, is also one of its most populous counties.
  ABOUT THE POSITION
  The Senior Executive Assist ant to the Executive Officer/Clerk of Court (Executive Officer) performs advanced, highly sensitive, confidential, and complex administrative duties to support the Court's Executive Officer and other senior-level executives. This is a crucial role in the executive office that requires extensive coordination with members of the executive team, other administrators, and staff to ensure a smoothly operating office and performing at a high-level, service-oriented work environment which supports the Court's mission, strategic plan, and objectives. The incumbent also collaborates with the executive office administrative support team. They are responsible for, among other things:
  
  
  • Managing the Executive Officer’s calendar, which includes scheduling meetings, tracking priorities, deadlines, and special projects.
  • Preparing the Executive Officer’s meeting materials including drafting and printing agendas, coordinating agenda items for executive team meetings, and preparing PowerPoint presentations and handouts for leadership and management meetings, Town Hall meetings, conferences and other court, county, state, and nationwide speaking engagements.
  • Collaborating with executive team members to coordinate communications plans including all-staff communications
  • Maintaining the Executive Officer’s project plans, goal-tracking documents, and related materials; organizing, maintaining, and updating confidential and specialized files; maintaining and updating a working filing system for physical and electronic documents and ensuring that meeting folders are highly organized and easily accessible.
  • Drafting, editing, revising, and proofing policies, reports, correspondence, memoranda, and other documents and materials ranging from routine to complex; checking work outputs submitted for review, approval, and signature; ensuring materials and reports for signature are accurate and complete; proofreading and reviewing documents for accuracy, completeness, and compliance with Court standards, policies, and procedures
  • Responding to phone calls, voice mails, emails, and correspondence on behalf of the Executive Officer
  • Reviewing all written administrative complaints from the public and assigning them, as directed by the Executive Officer, using an online SharePoint workflow.
  • Interacting with State, County, and Court officials and executives which requires a thorough knowledge of Court practices, policies, and procedures and a high degree of tact, diplomacy, and professionalism.
  • Creating outlines, forms, charts, tables, and spreadsheets
  • Coordinating and tracking budgeting, purchasing, and procurement including request for proposals and contracts.
  • Leading the executive office administrative support team by managing office duties and coverage responsibilities.
  • Leading the Court’s administrative professional community (known as LEAP) by planning and implementing continuous improvement programs.
  
  For a detailed job description, please click here. Please note the requirements in the job description may vary from the requirements in this bulletin. Applicants must meet the requirements stated in this bulletin.
  Minimum Requirements:
  
  Option I: 60 semester (90 quarter) units from an accredited college or university* -AND- Seven 7 years of increasingly responsible administrative support experience
  
  
  Option II: Eight (8) years of increasingly responsible administrative support experience.
  
  
  Note: Credit for experience is given based on a 40-hour workweek. Part-time experience is credited on a part-time ratio, i.e., working 20 hours per week for two months equals one month of experience. No additional credit is given for overtime.
  *EDUCATION VERIFICATION:
  To receive credit, a legible copy of your diploma or transcript (unofficial acceptable) detailing the degree conferred and the name of the educational institution must be attached to your online application following the guidelines below. Once the application is submitted, you will not be able to edit or add documents.
  
  
  Documentation may be submitted as follows:
  • As an attachment to your online application attachments(s) must be in Microsoft Word or PDF format and should not exceed 10 MB
  For a list of acceptable accredited institutions or international universities, please visit http://ope.ed.gov/accreditation, www.chea.org/search, or http://whed.net/home.php.
  Foreign studies must be evaluated by an academic credential evaluation agency and deemed to be equivalent to degrees from the United States. For a list of acceptable evaluation agencies, please visit www.naces.org or http://aice-eval.org/. Foreign studies submitted without acceptable evaluation will be rejected.
  DESIRABLE QUALIFICATIONS:
  The ideal candidate will be independent, self-motivated, resourceful, reliable, adaptable, and possess the following desirable qualifications:
  • Outstanding organization and time management skills.
  • Advanced MS Office suite skills, including Excel, Outlook, PowerPoint, Word, Teams, OneNote, and SharePoint
  • Ability to analyze procedural and/or operational issues; evaluate alternatives and reach sound, logical, and fact-based conclusions and recommendations.
  • Ability to apply sound and creative problem-solving techniques to resolve difficult issues and problems; present conclusions and recommendations clearly, logically, and persuasively.
  • Experience working in a high-profile setting is strongly preferred.
  • Ability to assess problems and propose creative solutions including use of technology and innovative practices.
  • Experience supporting senior management in an area with organization-wide impact.
  • Excellent oral and written communication skills.
  • Demonstrated experience handling difficult and/or delicate situations with tact and diplomacy.
  • A track record and strong skills in culture building, court operations, communications, relationship management, and internal stakeholder management. This role calls for a balance of leadership and influence skills within the team coupled with an ability to anticipate and respond quickly as new opportunities and situations arise.
  • Comfortable context switching and running projects across a wide range of topics and teams and has the ability to create effective relationships, influence and collaborate internally and externally at all organizational levels.
  • Able to manage a high degree of complexity and to distill information into simple messages, able to think both strategically at a higher level as well as effectively developing key processes.
  • Ability to prioritize own work to achieve timely resolution of multiple concurrent projects of varying importance, seeking clarification from supervisors and/or project stakeholders, as necessary.
  • Excellent judgment, discretion, and unflappable under pressure.
  • Ability to work independently and deliver results when given high level direction; ability to prioritize tasks across multiple projects.
  • Ability to think quickly and work across functions.
  • Ability to navigate ambiguity and work in a fast-changing environment with innovation and initiative and does not require heavy direction to successfully achieve their day-to-day goals.
  • An organized, detail-oriented, reliable, and proactive person who is looking for a role where they can learn from the Court’s leadership team.
  EXAMINATION INFORMATION:
  PART I: Qualifying evaluation of education, training and experience based upon submitted application materials and supplemental questionnaire.
  
  
  PART II: Online examination, weighted 100%, covering deductive reasoning ability, professional potential, achievement, influence, independence, confidence and optimism, reliability, knowledge of Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, and business writing.
  APPLICATION AND FILING INFORMATION:
  Applications may only be filed online. To learn how to apply online, please access the Online Employment Application Guide. Los Angeles Superior Court reserves the right to verify all submitted documentation prior to appointment. The Court will only consider completed applications submitted, along with the required documents, and will reject incomplete applications. A resume will not substitute for a fully completed employment application. To facilitate the full and proper consideration of your work experience, clearly specify what professional experience meets the required job qualifications. When listing your work experience, please specify the beginning and end dates for each job you held and describe your experience for each position.
  Please provide a current and accurate email address for the Court to communicate with you about this job opportunity. Human Resources staff will notify all applicants of their application status via email. We recommend that you add info@governmentjobs.com to your SAFE SENDERS list to avoid the notification being filtered as spam mail.
  Los Angeles Superior Court is an equal opportunity employer. Applicants with disabilities who require reasonable accommodations to participate in the recruitment process can contact the email address provided below. For additional employment information, please click here.
  Questions regarding this posting may be emailed to Careers@LACourt.Org
  WHAT TO EXPECT NEXT:
  We will notify you of the outcome after each step of the recruitment process has been completed. Applicants who successfully pass each (and all) examination part(s) will be placed on an eligible list that will remain active for approximately one year. Other vacancies may be filled using this list.
  
  
  Exam No.: R9879B
  SENIOR EXECUTIVE ASSISTANT
  Applications may be submitted online at
  OR via the HR computer kiosk at
  Los Angeles Superior Court
  Human Resources Administration
  111 N. Hill Street, Room 203
  Los Angeles, CA 90012
  
  
  

• About the company

  The Superior Court of California, County of Los Angeles, is the California superior court with jurisdiction over Los Angeles County, which includes the city of Los Angeles.

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