Executive Assistant - First Judicial District Administration

The First Judicial District is seeking qualified applicants for a full-time Executive Assistant to join the First District Administration team! This position will provide support to District Leadership in the First District by coordinating office and district activities and events, schedules, and providing administrative support. This position will frequently manage highly sensitive and confidential information.

The primary work location is in the First Judicial District Administration Office, 1620 S. Frontage Road, Hastings, MN 55033. Standard hours of work are Monday - Friday, 8:00 AM - 4:30 PM.

What You Will Do

The following are examples of major job duties expected of this position:

• Coordinates various types of scheduling activities, and makes arrangements for conferences, meetings, and ceremonies, including arranging facilities, accommodations, and travel. Coordinates communications and confirms meeting arrangements and attendance.
• Establishes, organizes, and maintains a physical and/or electronic filing system; maintains project, confidential, and specialized files; updates contact and directory files; maintains judge and correspondence files.
• Answers, screens, and directs telephone calls and emails; maintains a high level of customer service quality while assisting customers. Receives a variety of requests for information, responds to and/or refers inquiries from the public to appropriate staff. Reviews, determines priority, and routes or responds to incoming correspondences and inquires.
• Performs office administrative tasks, including mail distribution, maintenance of computers and other equipment, office supplies; copies documents for internal and external distribution; updates technical and procedural manuals, develops, revises, and maintains standardized and master forms and documents.
• Assists with the planning of the Judicial Swearing-in Ceremonies for newly appointed judges; helps coordinate activities on the day of the event.
• Manage and support technical systems including monitoring and audit compliance of First District court stenographic notes and audio back-up recordings from courtrooms and remote hearings; Serve as Digital Accessibility Specialist and advise on digital accessibility and ensure compliance; Serve as Web Content Specialist and SharePoint Administrator for the First District.
• Creating, editing, organizing, posting, and maintaining content on SharePoint and Website ensuring accuracy and digital accessibility.
• Assists in the publication of the First District quarterly newsletter by editing and formatting; ensures it is digitally acceptable based on local and state policies. 

What You Must Have

The Minnesota Judicial Branch recognizes the diverse set of skills, strengths, and attributes that an individual may bring into a role. If you have any combination of the experience, training, and education required for this position, apply today!

• Graduation from an approved high school/GED supplemented by completion of approved college-level coursework in business, secretarial sciences, or a related field and considerable experience in court clerical or secretarial work.

What You Will Bring

• Knowledge of business English usage, spelling, punctuation, and grammar.
• Knowledge of Court organization, functions, rules, policies, and procedures applicable to assigned areas of responsibility.
• Knowledge of current trends in office management and support, technology, office practices, procedures.
• Knowledge or regulations and procedures governing the maintenance and disclosure of public records.
• Ability to organize, set priorities, and exercise sound judgment within areas of responsibility.
• Ability to prepare clear, accurate and concise correspondence, records, and reports.
• Ability to understand and carry out moderately complex oral and written instructions.
• Ability to recognize the need for and maintain confidentiality in work assignments. 
• Ability to work well in cooperation with others, execute tasks promptly as assigned, be self-directed and well-organized and work well under pressure.
• Ability to maintain confidentiality of Court administration and/or court documents and records.
• Skill in operating a personal computer with word processing software and other business software.
• Skill in communicating effectively, both orally and in writing, using tact and diplomacy dealing with sensitive information.
• Skill in accurately organizing and maintaining extensive and specialized file systems.

To Apply

Please apply for this position online by clicking the Apply Now button. Cover letter and resume are required and can be uploaded/attached to your online application by Thursday,