**JOB TITLE: Administrative Assistant Printshop/Mailroom
LOCATION: San Francisco, CA
JOB OPENING #: 6484
OVERVIEW
The Judicial Council of California is accepting applications for the position of Administrative Assistant for the Mail, Archive and Print Services (MAPS) unit.
The primary responsibilities of this position include monitoring the Mail, Archive and Print Services (MAPS) generic printing inbox, responding to email inquiries, and answering the main phone line. The role also involves reviewing request forms, consulting with customers, and creating complex print files. Additional duties include operating print production and bindery equipment, digitizing and scanning hard copy records for the branch and Executive Office mail, and providing records management services for the agency. The position also supports the oversight of both incoming and outgoing mail and shipping functions, which includes assisting with large fulfillment orders and monthly judicial payroll, reviewing and reconciling FedEx invoices, and maintaining spreadsheets to support Accounting in accurately allocating charges to internal divisions.
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 Councils staff organization seeks to continue to evolve as one of Californias 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.
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 Sacramento, the office is located minutes from downtown, just north of Discovery Park.
The Judicial Council offers hybrid work arrangements for many positions; however, this position is not eligible to participate in a regular telecommute program and must report daily to the San Francisco office. The successful candidate will be expected to work in-person Monday through Friday at the Judicial Councils San Francisco office. The office is only a 7-minute walk from the Civic Center BART station in downtown San Francisco.
RESPONSIBILITIES
Operates digital print and bindery equipment to facilitate the production of printed materials for the Judicial Council and other supporting units.
o Retrieves and reviews Order Ticket information.
o Inputs basic order information into print production log.
o Coordinates with other team members for use of equipment to allocate jobs to appropriate printers.
o Programs job details into printer RIP software.
o Loads paper stock into appropriate printer trays.
o Assists with the finishing of printed materials with the safe operation of hydraulic cutter, booklet maker, drill press, folder, roll laminator, and various other bindery equipment.
o Updates job status on web portal and print log after each leg of production to ensure accurate job tracking and inform customer of order status.
o Performs periodic quality control activities on printed and bound materials as they come off machines to ensure accuracy of produced materials.
o Places service/maintenance calls on equipment, orders supplies, performs preventative maintenance, updates maintenance log, documents monthly meter usage, researches new equipment, and obtains pricing.
Assists in the oversight of MAPS customer service operations to facilitate the streamlining of various procedures, maintain productivity, and improve overall customer satisfaction.
o Answers in-coming calls to the main phone line, responds to emails sent to the generic unit email, greets/attends to visitors and vendors.
o Oversees the request for services in-take process by reviewing online request portal and PDF submissions for completeness and accuracy, consulting with customer, and providing quotes/additional forms as needed.
o Interacts with print, mail, and shipping vendors to place service/maintenance requests.
Assists with mail/package sorting and delivery, CJER Publications fulfillment, logistics of printed materials, and FedEx invoice reconciliation to ensure the continued efficient mail flow for the branch.
o Sorts, logs, and delivers incoming USPS mail and outside courier packages as well as finished print jobs throughout the agency.
o Packages and organizes outgoing shipments and CJER Publications fulfillment items utilizing best shipping practices to ensure items reach their destination without damage.
o Performs monthly Judicial pay roll envelope stuffing and hand delivery to nearest FedEx office location.
o Receives, reviews, and reconciles FedEx monthly invoices by collaborating with accounting unit to facilitate their ability to allocate costs to other offices accordingly.
o Safely operates electric pallet jack for transportation of palletized shipments from loading dock to the preferred receiving area.
o Interacts with Pitney Bowes vendor to ensure meters contain adequate funds, hardware and software are functioning properly, and to research equipment replacements and upgrades.
o Interacts with FedEx vendor to request service, to ensure adequate service levels are met, and to track incoming and outgoing packages.
Monitors and maintains inventory of office/finishing supplies for the unit and CJER Publications books to ensure continued, uninterrupted productivity, and the timely completion of service requests.
Coordinates with requesting units for destruction of confidential and non-confidential materials
o Picks up and prepares material for shredding by removing large paper clips, binder clips, and binders.
o Shreds materials using industrial shredder utilizing best safety practices.
o Empties shredder bags into green composting binds and brings to loading dock to be emptied.
Restocks paper at various print station locations on each floor throughout the agency.
Assists with units records management activities by:
o scheduling material pick-up
o evaluating retention schedules
o entering data into records management software application
o placing records within the physical storage area
o retrieving hard copy records as needed
o running reports within so
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