District Administration Support Assistant, Sixth Judicial District

Are you looking for an exciting opportunity to support dedicated teams and make a positive impact on your community? Do you possess exceptional analytical and organizational skills that would enable you to thrive in a fast-paced public service environment? The Sixth Judicial District seeks a highly organized and detail-oriented individual to fill a District Administration Support Assistant position within the District Administration office, located in Duluth, MN. As a member of our team, you will have the chance to contribute to the administrative needs of our district while working with experienced professionals who share your commitment to excellence. As a District Administration Support Assistant, you will have the opportunity to make a positive impact by leveraging your analytical and organizational skills to drive administrative efficiency. In this role, you will be responsible for coordinating day-to-day financial and support activities of the district, including: Preparing and distributing critical information to support the district's functioning Managing office supply inventory for the district office and ordering materials as needed to ensure adequate supplies are always on hand Procuring goods and services for judges and judicial staff, treatment courts, the district office, and for court administration at the district’s six courthouses. This includes consulting with requestors to ensure the order falls within policy, budgets can support the order, and appropriate pre-order documentation is obtained. Once orders are placed, track order through the fulfillment process which includes obtaining delivery confirmation Reviewing and preparing invoices for timely payment and tracking expenses Maintaining accurate records and data, including tracking key metrics and analyzing trends Under the supervision of the District Administrative Manager, you will be expected to: Develop strong relationships with internal stakeholders, including court administration staff and treatment court officials Stay up-to-date on judicial branch and district policies, procedures, and deadlines Demonstrate exceptional attention to detail and organizational skills in managing multiple tasks and priorities Work collaboratively with teams to achieve administrative goals What You Will Do The following are examples of major job duties expected of this position: Financial Support: Process district-wide payables, which includes tracking, organizing, and combining orders with delivery confirmation and the appropriate invoice; obtaining required payment authorizations; accurately processing invoices for payment in the Statewide Integrated Financial Tool (SWIFT). Providing district-wide eFinance concierge services by submitting Special Expense Request, Purchase Requests, Sole Source Procurement Requests, etc. on behalf of district judges and staff. Maintain direct bill vendor lists by working with local vendors to setup State of Minnesota vendor accounts, this includes periodically updating court administration, district administration, and court security of caterers willing to direct bill. In coordination with the District Administrative Manager and the district Accountant, monitor purchase orders funds to ensure adequate funds are procured and available, make purchase order change requests through eFinance as needed. Process witness reimbursements and jury payroll. Process incoming checks and make remote deposits. Operational Support: Assist in operational and personnel activities to support the overall functioning of the district. This includes procuring and distributing supplies, managing district office and copy supply inventories. Training/Event Coordination: Assist in the scheduling of venues, caterers, presenters/trainers, and other contractors to ensure successful events. Assist in the production of materials for distribution. General Correspondence: Triage incoming finance related emails and correspondence. This includes the timely routing …

View the full posting and apply