Overview
Office Assistant Jobs in Providence, RI at Cafe Nuovo
RESPONSIBILITIES
Oversee the Sustainability inbox, addressing inquiries from vendors, distribution to staff, and ensuring timely responses and action.
Independently manage the unit manager’s calendar, resolving scheduling conflicts, arranging meetings, and prioritizing appointments based on organizational needs and program requirements.
Manage requisitions, contracts, and amendment requests in Fiscal, including initiating requests, receiving goods and services, and proactive follow-up on pending tasks.
Review purchase orders, invoices, and receipts for correctness; verify that account coding, cost estimates, and necessary approvals are in place.
Track and verify encumbrances in Fiscal to ensure all contract funds are properly allocated and managed.
Handle utility account concerns and service-related issues in a professional and timely manner, ensuring customer satisfaction.
Review customized reports for late bills, late fees, and missing invoices, identifying discrepancies and ensuring proper documentation.
Prepare daily batch reports from the Energy Manager application, summarizing utility invoices.
Accurately enter paper utility invoice data into the Energy Manager software, ensuring data consistency.
Organize and maintain filed utility invoices and supporting documentation in an electronic system.
Work with Fiscal Support and Sustainability teams to resolve potential issues with utility vendors or invoices, ensuring smooth processing and payment.
Working Conditions
The Judicial Council strives for work life balance and includes 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. In San Francisco, the office is only a 7-minute walk from downtown Civic Center BART station. In Sacramento, the office is located minutes from downtown, just north of Discovery Park.
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 or Sacramento office at least two days per week, based on their office leader’s direction, and reside in the areas surrounding these locations.
Minimum Requirements
This position does not have a Classification Specification. Requirements and qualifications for this position can be found in this announcement. For additional questions, please contact the hiring department listed below.
ADMINISTRATIVE SPECIALIST
Additional Documents
Job Application Package Checklist
Position Details
Job Code #:
JC-474969
Position #(s):
156-100-3013-XXX
Working Title:
ADMINISTRATIVE SPECIALIST JO#6395
Classification:
ADMINISTRATIVE SPECIALIST
$5,450.00 – $7,629.00
# of Positions:
1
Work Location:
Sacramento County
Telework:
Hybrid
Job Type:
Permanent, Full Time
Department Information
OVERVIEW
The Judicial Council of California is accepting applications for the position of Administrative Specialist in the Program Accountability unit of Facilities Services.
Under the general supervision of the Manager for Program Accountability, the Sustainability and Fiscal Administrative Specialist will provide comprehensive administrative support to the unit. This role will primarily involve assisting with the coordination and execution of internal programs, processes, and procedures. Key responsibilities include but are not limited to, supporting utility data entry, managing utility-related billing discrepancies, and assisting with the timely resolution of account issues. The position interacts with utility vendors, internal stakeholders, and customers to ensure accurate data entry and seamless billing processes. The role also requires coordination with various internal departments and external vendors to maintain data accuracy and resolve service-related issues, as well as report formatting and distribution, correspondence drafting, and procurement activities. Additionally, the role will involve managing travel arrangements, coordinating meeting logistics, preparing agendas, taking meeting minutes, and processing travel expense claims. The specialist will also maintain financial records and perform other administrative tasks as assigned.
This position requires the ability to work independently with moderate to minimal supervision, collaborating with various stakeholders including JCC Facility Services, Branch Accounting and Procurement, and vendors that work with the Sustainability unit.
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.
Department Website: http://www.courts.ca.gov/careers
Application Instructions
Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.
Final Filing Date: 4/28/2025
Who May Apply
This is a non-testing Classification, therefore, anyone meeting the Minimum Qualifications listed on the Classification Specification may apply for this position. Individuals in specific programs, such as the Welfare to Work Program, are encouraged to apply and will be given priority according to the applicable Laws and Rules. Please note on your application your current participation in these programs.
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To Apply
Completed Examination/Employment Application (STD 678) and applicable or required documents must be submitted to apply for this Job Posting. A completed copy of the Application Package listing must be included, when submitting your application in hard copy.
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
Judicial Council of California
Primary Cert Contact
Attn: Please APPLY ONLINE in the Benefits section below
455 Golden Gate Avenue
San Francisco, CA 94102-3688
Required Application Package Documents
The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:
Current version of the State Examination/Employment Application STD Form 678. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
Resume is optional. It may be included, but is not required.
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.
Desirable Qualifications
In addition to evaluating each candidate’s relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:
MINIMUM 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 year as an Administrative Assistant with the Judicial Council of California or one 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
Please note, if you are selected for hire, verification of employment eligibility or authorization to work in the United States will be required.
Benefits
HOW TO APPLY
To ensure consideration of your application for the earliest round of interviews, please apply by April 27,2025. This position requires the submission of our official application, and a resume.
To complete the online application, please visit https://www.courts.ca.gov/careers.htm and search for JO# 6395
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.
PAYMENT & BENEFITS
$5,450 – $7,629 per month
Some highlights of our benefits package include:
Health/Dental/Vision benefits program
14 paid holidays per calendar year
Choice of Annual Leave or Sick/Vacation Leave
1 personal holiday per year
Up to $130 per month reimbursement for qualifying commuting costs
CalPERS Retirement Plan
401(k) and 457 deferred compensation plans
Employee Assistance Program
Basic Life and AD&D Insurance
FlexElect Program
Pretax Parking
Long Term Disability Program (employee paid/optional)
Group Legal Plan (employee paid/optional)
Benefit information can be found on the CalHR website and the CalPERS website.
Contact Information
The Human Resources Contact is available to answer questions regarding the position or application process.
Department Website: http://www.courts.ca.gov/careers
Human Resources Contact:
Guillermo Gonzalez
(415) 865-4346
[email protected]
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department’s EEO Office.
EEO Contact:
Sandra Grace
(415) 865-8944
[email protected]
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Equal Opportunity Employer
The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.
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Title: Office Assistant
Company: Cafe Nuovo
Location: Providence, RI
