Clerk of the Court and Comptroller Special Projects Administrator - Executive Office

Minimum Qualifications Bachelor s degree. Three (3) years of administrative experience is required. Additional administrative experience may substitute for the required college education on a year-for-year basis. Recruitment Notes This position provides advanced and responsible professional administrative support for the leadership level within the Clerk of the Court and Comptroller's Executive Office. Key responsibilities include managing executive calendars and coordinating meetings with stakeholders and ensuring follow-through on directives and key initiatives. It oversees, manages, and supports various projects and programs across the organization while assisting in the development, revision, and implementation of policies and procedures. The role conducts research and data analysis to provide recommendations for process improvement, contributes to budget development, and prepares complex reports and documentation for decision-making. It also serves as a key liaison between the Executive Office and departmental leaders to ensure effective communication, timely follow-up, and smooth office operations. Additionally, the position prepares, reviews, and edits official documents and handles the coordination of meetings, travel, and materials for executives. The role requires discretion, initiative, and a thorough understanding of the organization's policies, programs, and procedures. Assignments are broad in scope with considerable latitude for the exercise of independent judgment and application of management and/or technical knowledge and skills and includes occasional weeknight and weekend work. PREFERRED QUALIFICATIONS Experience supporting executive leadership in a judicial, legal, or government setting. Experience supporting higher-level projects, strategic initiatives or cross-functional efforts. ESSENTIAL DUTIES AND RESPONSIBILITIES Provides higher-level administrative executive support to leadership to include coordination of meetings, following up on pending directives, analysis and preparation of complex reports and varied types of documentation. Manages and coordination of varied initiatives, programs, and/or assigned projects across the organization. Leads the development, revision and implementation of policies, and procedures for the Executive office. Assists with developing and implementing policies and procedures for the organization. Assists in the development of the operating budget. Conducts research and data analysis to make recommendations and support decision-making process and process improvements. Manages executives' calendars, including scheduling high-level internal and external meetings with judicial staff, senior leadership, and other stakeholders. Coordinates travel including related expenses. Prepares and compiles meeting materials, briefings, and background documents to support informed decision-making. Attends meetings and follows up on action items. Maintain organized records, files, and documentation related to key initiatives and executive actions. Serves as a liaison between the Executive Office and departmental leaders to ensure timely communication and follow up. Assists in drafting internal announcements, briefing notes and executive summaries. Support the Chief of Staff and other executives in advancing organizational priorities and strategic goals. Prepares, reviews, and edits correspondence, reports, and other official documents for accuracy and completeness. Coordinates and evaluates office operations including supply requisitions, expenses, document routing, among other duties. KNOWLEDGE, SKILLS, AND ABILITIES Thorough knowledge of executive level administrative practices, office management, and project coordination. Strong understanding of departmental policies, organizational structure, and workflow. Highly proficient in business English, with strong grammar, spelling, and editing skills. Ability to prepare and edit correspondence, reports, and meeting minutes accurately. Proficiency in the use of Microsoft Office, and other related software applications. Effective communication and interpersonal skills, with the ability to build successful working relationships across departments, with executives, staff, and the public. Strong organizational and time-management skills, with the ability to manage multiple priorities independently, and meet deadlines. Supervisory skills, with proven ability to train, assign, and evaluate subordinate staff. Ability to maintain confidentiality and professionalism, exercise sound judgment, and work independently with minimal supervision. WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS Work is primarily office-based with extended time at a computer. May involve light lifting (up to 10 lbs.). NOTE This description is a representative summary of major job duties. Additional responsibilities may be assigned as necessary.