Administrative Assistant

The Administrative Assistant provides key operational and administrative support to the Judicial District Operations and Programs Department in Harrisburg. Operating with a high degree of independence under the general direction of the Assistant Director, this role ensures smooth daily operations, efficient workflow, and effective program support.

Notice to Recruiters and Agencies: AOPC does not accept unsolicited resumes from recruiters, agencies, or search firms.

Job Duties

• Provide administrative support to the Assistant Director of Judicial District Operations and Programs and Judicial Program Administrators.
• Interact professionally with judges, court administrators, and various judicial departments.
• Coordinate departmental calendars by reserving conference rooms, scheduling conference calls, arranging meetings or virtual meetings, and adding events to the calendar.
• Prepare and print materials for conferences and events. Coordinate meetings and educational seminars, including collaborating with off-site facilities to arrange food, lodging, meeting space, parking, and technical needs. Oversee the registration table at off-site events.
• Update and maintain two PACourts Apps, the President Judge and District Court Administration Resources app and the Office of Behavioral Health Resources app.
• Perform data entry, compile and present data using insightful spreadsheets, queries, and reports while checking for discrepancies and ensuring compliance with project guidelines.
• Format, create, and proofread documents, spreadsheets, reports, and presentations using Microsoft Word, Excel, Adobe PDF, and PowerPoint for staff. Use Adobe to create and maintain fillable forms.
• Update department lists, forms, and resources. Scan and save information electronically to reduce hard copy storage.
• Arrange travel accommodations for the department and prepare, review, and process expense vouchers for attendees of the Judicial District Operations and Programs’ events.
• Organize and distribute incoming correspondence. Review and respond to correspondence, Outlook email inboxes, and phone communications. Disseminate questions on the District Discussion listserv and post responses to the App.
• Monitor the department's inventory of supplies and forms. Manage requests and orders for new or replacement items.
• Maintain the data in the Name and Address System (NAS) to ensure it is current and consistent with Workday data.

Minimum Qualifications

• Bachelor’s degree OR
• Any equivalent combination of experience performing administrative staff work involving a variety of assignments.

Additional Requirements/Preferences

• Strong knowledge of Microsoft Word, Excel, Outlook, PowerPoint, and Adobe.
• Knowledge of virtual platforms like Zoom, Teams, and WebEx
• Occasional travel and overnight travel to support off-site events.
• A valid driver’s license required.
• Satisfactory criminal background check required.
  

Job Highlights

• Excellent benefits program, including comprehensive, low-cost medical, dental, vision, and prescription plans for employees and eligible family members beginning on the first day of employment.
• 13 paid holidays, 12 paid sick days, and 12+ paid vacation days per year.
• Salary increases, employee assistance programs, and retirement plans.
• Healthcare flexible spending account.
• 6 weeks paid parental leave for eligible employees.
• 2 telework days per week available after a training period.
• Free parking

Salary information

Annual Salary Range: $43,442 - $51,626