administrative assistant - San Francisco, United States - Judicial Council of California

Description

Job Description and Duties

RESPONSIBILITIES

• Oversee mailroom & print shop customer service desk.

• Answer in-coming calls to the main phone line, respond to emails sent to generic unit email, greet/attend to visitors and vendors.

• Oversee the request for services in-take process by reviewing request portal submission for completeness and accuracy, consulting with customer as needed, and forwarding to print operators.

• Operation of digital print production & bindery equipment.

• Read customer work order and determine best set of processes and printers to accomplish customer's print/mail/ shipping request.

• Import (or scan) files into document management program, taking care to assemble the product in correct pagination sequence, making allowances for a variety of print production related variables that affect the quality of printed products.

• Operation of digitization software and scanners for daily mail delivery and long-term storage of agency records.

• Review scope of work and scanning request order from customer to determine digitization settings.

• Program scanners and determine best way to prep materials for scanning.

• Prep materials for scanning, scan materials, process digitized materials and add metadata as per scope of work document.

• Assist with mail sorting, delivery, fulfillment, shipping & materials movement, and invoice reconciliation.

• Sort, scan/digitize, and deliver incoming USPS mail and outside courier packages.

• Package and organize outgoing shipments and fulfillment items. This may include creating complex spreadsheets designed to facilitate large outgoing shipments to multiple recipients in disparate locations.

• Assist with unit's records management activities by scheduling material pick-up, evaluating retention schedules, entering data into records management software application, and placement within the physical storage area. Retrieve hardcopy records as needed, run reports within the software application to determine disposal schedule, and destroy records per retention schedule on file.

Other Duties and Responsibilities:

• Driving: transporting print materials and/or passengers to & from local hotels and conference venues throughout the northern California area, via 7-9 passenger van.

• Monthly – Attend 1:1 meeting with supervisor.

• Quarterly - Attend staff meetings.

• Annually - Comply with mandated training requirements.

Working Conditions

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, and retirement savings plans. The office is only a 7-minute walk from the Civic Center BART station in downtown San Francisco.

The successful candidate will be expected to work in the Judicial Council's San Francisco office.

California State Civil Service Employee Benefits Summary Benefit Description​ ​Additional Information ​ New Employee Benefits Orientation Page
Summary review of benefits available to you as a new State Civil Service employee. ​ State Civil Service Act

Review the benefits and protections provided to State Civil Service employees through the State Civil Service Act.

​ Salaries and Civil Service Pay Scales

Information regarding salary ranges for State Civil Service employees, as well as the Civil Service Pay Scales, the official salaries for all state jobs.

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​ Represented Employee Bargaining Contracts

Review the specifics of represented state employee collective bargaining contracts.

​ Retirement

Learn more about the defined benefit plan that is offered to state employees through the California Public Employees' Retirement System (CalPERS) based on years of service, age and final compensation. CalPERS also offers disability retirement, partial service retirement, and death benefits for eligible employees.

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401(k) and 457(b) Plans (Savings Plus)

Offers a voluntary benefit that allows you to contribute to both a 401(k) and a 457(b) plan to enhance your retirement benefit. This allows you to contribute, through payroll deduction, up to twice the amount available to the private sector and most public sector employees. You can contribute on both a pre-tax and an after-tax designated Roth basis that offers you the opportunity to take advantage of tax savings now and in the future.

​ California State Civil Service Employee Benefits Summary - Specific Benefits ​Specific Benefits ​Additional Information

Cash In Lieu of Health and/or Dental Benefits (Cash Option)

Allows you to receive cash in lieu of state-sponsored health and/or dental benefits insurance if you have other qualifying medical and/or dental coverage through a spouse, domestic partner, parent or other source.

​ ​ Common Carrier Travel and Accident Insurance – for Excluded Employees Only

Offers employer-paid accidental death and dismemberment insurance to managers, supervisors and other specified employees who travel on state business.

​ ​ Commute Program

Voluntary benefits that subsidize commuting expenses for eligible employees who commute to and from work using public transportation, vanpools, or bicycles.

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​ Consolidated Benefits (CoBen)

Provides a benefit allowance, rather than specific contribution amounts for health, dental and vision benefits. You may receive additional taxable income each month, depending on the total cost of the benefit plans you choose.

​ ​Consolidated Omnibus Budget Reconciliation Act (COBRA)

Continuation of health, dental, and vision insurance coverage as well as medical reimbursement account for employees and eligible dependents who involuntarily lose coverage.

​ Death Benefits

Benefits available to legal survivors and/or designees of state employees; see "Planning Ahead" handbook.

​Planning Ahead Handbook | ​Dental Benefits

Offers you and your dependents preventive, basic and major dental care coverage through one of several dental plans.

​ Employee Assistance Program

Employer-paid program offers free professional and confidential short-term counseling and referral services to employees and their eligible dependents, as well as valuable information on a variety of topics including financial, legal, and wellness.

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(866) EAP-4SOC

TDD

California State Civil Service Employee Benefits Summary Benefit Description​ ​Additional Information

Group Legal Services Insurance
Voluntary, employee-paid plan that provides comprehensive legal coverage designed to meet most common personal legal needs. Available to eligible employees and their eligible dependents.

TDD

​Group Long-Term Disability Insurance – For Excluded Employees Only

Voluntary, employee-paid plan that replaces a portion of the employee's income in the event the employee is unable to work for six months or longer due to a covered illness or injury.

Health Benefits

Offers you and your dependents a broad range of health insurance plans with the state paying a portion of the premium. CalPERS administers this coverage.

CalPERS Health and Wellness

Promotes a work environment that encourages healthy lifestyle choices, decreases the risk of illness and disease and enhances employee effectiveness and well-being.

​ Long-Term Care Program

Offers coverage through CalPERS for a chronic illness, frailty of old age, or a serious accident. Available to all California public employees, retirees, and their eligible family members.

​ ​Part-time, Seasonal, and Temporary Retirement Program

Offers a retirement savings program for part-time, seasonal and temporary employees who are not covered by CalPERS or Social Security.

​ ​ Reimbursement Accounts

Allows you to set pre-taxed money aside in a reimbursement account to pay for certain kinds of medical and dependent care expenses. You can increase your take home pay and decrease your taxable income.

​ ​ Third-Party Pre-Tax Parking Reimbursement Account Program

Allows you to deduct a specific pre-tax amount for work-related parking fees from your pay. Available to employees who drive a personal vehicle to work or to a location from which the employee commutes to work and pays for parking.

​ ​Vision Benefits

Employer-paid benefit that offers you and your dependents an annual eye examination and an allowance for frames and lenses. An enhanced vision plan is also available which provides higher allowances for certain materials and other benefits.

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