JUDICIARY OF THE STATE OF NEW JERSEY

Code: 77333 Unknown Unknown

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Administrative Professionals perform, both on-site and remotely, payroll, benefits, classification, labor/employee relations, salary administration, recruitment, training, Equal Employment Opportunity, Affirmative Action, finance, accounting, purchasing, committee support, research, analysis, investigation, mediation, hearing and/or general support professional functions for the vicinages or central office. This band is separated into three tracks: administrative specialist, judiciary coordinator and financial specialist.<

Requirements

ADMINISTRATIVE TRACK (Administrative Specialist 2, Administrative Specialist 3, Administrative Specialist 4, Judiciary Coordinator 1, Judiciary Coordinator 2, and Librarian 1) <

Education

Levels 1, 2 and 3 : · Graduation from an accredited college or university with a bachelor's degree.< Levels 1, 2 and 3 Graduation from an accredited college or university with a bachelor's degree including or supplemented by 21 credit hours in accounting, business administration, economics, public administration, statistics, mathematics, data analytics and/or financial related courses. Six of these credit hours must be in accounting.<

Experience

Level 2 Three years of professional experience, one of which shall be in the area of specialty specific to the job function being performed (see areas listed below). Level 3: · For positions in the Vicinage Civil & Family Divisions : Four years of experience in professional case management and/or dispute resolution. · For all other Administrative Track Level 3 positions : Five years of professional experience, two of which shall be in the area of specialty specific to the job function being performed (see areas listed below). Levels 1, 2 and 3 Areas of Specialty : · Program Evaluation: program development, program coordination, program analysis, program administration and/or administrative research · Administrative Operations: purchasing, accounts payable, facilities management, operations management, records retention, transcript services, jury management, statistical reporting, investigations and/or library administration · Human Resources: payroll processing, benefits administration, salary administration, classification, labor/employee relations, training, selection/recruitment and/or Equal Employment Opportunity/Affirmative Action Note: Areas of specialty can be revised on the notice of vacancy to include only the area(s) applicable to the position.< Level 2 (Financial Specialist 1) Three years of professional accounting, auditing, budgeting, cash management and/or financial analysis. Level 3 (Financial Specialist 2) Five years of professional accounting, auditing, budgeting, cash management and/or financial analysis.<

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle is necessary to perform essential duties of the position. Title Level Title Description Title Code Svc Week Year 1 Administrative Specialist 2 (U) 35 12 1 Administrative Specialist (Confidential) (U) 35 12 1 Administrative Specialist 2 Bilingual (U) 35 12 1 Financial Specialist (U) 35 12 1 Financial Specialist (Confidential) (U) 35 12 2 Administrative Specialist 3 (U) 35 12 2 Administrative Specialist 3 (Confidential) (U) 35 12 2 Administrative Specialist 3 Bilingual (U) 35 12 2 Financial Specialist 1 (U) 35 12 2 Financial Specialist 1 (Confidential) (U) 35 12 2 Judiciary Coordinator 1 (U) 35 12 2 Librarian 1 (U) 35 12 3 Administrative Specialist 4 (U) 35 12 3 Administrative Specialist 4 (Confidential) (U) 35 12 3 Administrative Specialist 4 Bilingual (U) 35 12 3 Financial Specialist 2 (U) 35 12 3 Financial Specialist 2 (Confidential) (U) 35 12 3 Judiciary Coordinator 2 (U) 35 12 Effective 10/4/2025

TRACK

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LEVEL SUMMARY

Level 1 - Basic (Administrative Specialist 2 and Financial Specialist) : Employees at this level perform entry-level professional administrative and/or financial functions. Level 2 - Journey (Administrative Specialist 3, Judiciary Coordinator 1, Financial Specialist 1 and Librarian 1) : Employees at this level perform more complex professional administrative and/or financial functions. A Judiciary Coordinator 1 primarily conducts training programs. Level 3 - Mastery (Administrative Specialist 4, Judiciary Coordinator 2 and Financial Specialist 2) : Employees at this level perform advanced professional administrative and/or financial functions. Assigned to act as mentor or lead worker, provide technical advice and expertise, and/or act as a subject matter expert. Employees at this level also may conduct formal hearings and/or mediation sessions, develop and create training and/or may serve as Quality Assurance Specialists or Recovery Court Coordinators. A Judiciary Coordinator 2 primarily develops training programs for large scale audiences and conducts the same. NOTE: The above summary and following examples of work are for illustrative purposes only. Any one position may not include all of the tasks listed, nor do the examples cover all of the duties, which may be performed. Tasks are cumulative; higher level include the tasks associated with lower. Positions may be assigned higher-level tasks or duties outside their designated band, provided these assignments are consistent with established classification standards and do not warrant reclassification of the position in accordance with those established standards. TASKS (ALL TRACKS ) Level 1 Act as a liaison and/or establish working relationships with divisions, vicinages or other outside organizations Act as staff to committees and/or conferences Address community organizations, public forums, media or professional associations Analyze requisitions, vouchers, bank statements or financial transactions Answer questions posed by judges, the public, clients, customers, complainants, co-workers, subordinates, stakeholders and/or supervisors Arrange training for staff or team members Assemble materials Attend and participate in meetings outside of work unit/team Check written reports for completeness or and accuracy Collect and calculate data Collect and/or maintain statistics or data to generate reports Compile records or other written materials Compile statistical data on workload volume, backlog, unit expenditures, personnel actions, financial transactions, fixed assets, equipment or attendance Complete subpoenas, writs, or other related legal documents Coordinate and schedule meetings and other events based on availability Coordinate report collection activities Coordinate workflow between units or chambers Design forms, newsletters, flyers, brochures, booklets, and other documents for publication Determine status of complaints in accordance with established procedures or regulations Develop and utilize knowledge of information technology equipment, software and applications Develop block diagrams, flow charts, graphs or other illustrative presentations Develop manuals, guides, audio-visual aids or other materials Document how work is performed Draft correspondence, reports, memos or proposals Enter items as credits or debits Establish and/or maintain record keeping and/or tracking systems Explain judiciary policies or procedures Inform clients or customers of available agency support programs or services Inform managers about employees', clients' or customers' work progress or related matters Interview court users and document acquired information; identify specific needs and available options and/or resources Interview job applicants Moderate virtual proceedings; for example, send virtual invitations for proceedings, provide general instructions to the participating parties and control the virtual proceeding and locations of parties within the main proceeding and various breakout rooms Monitor, screen, and prepare disbursements Negotiate with vendors Obtain books and periodicals Operate audio or video equipment or technologies Operate electronic or manual information systems and equipment Participate in team development activities Participate in team/work unit meetings Perform audits of furniture and other Judiciary resources Plan agendas for meetings Prepare and enter accounting entries Proofread opinions or other written materials for completeness and accuracy Provide cross-training to co-workers; for example, demonstrate to other staff how you perform your work Provide human resources support for unit or agency, such as classification, compensation, payroll, benefits, recruiting, selection or training/development Provide information to Judges, outside agencies, attorneys, court users, co-workers or community organizations Provide quality customer service to court users and/or internal customers Purchase commodities Recommend changes to organizational structure Recommend improvements in judiciary programs Recommend improvements in operating procedures, programs, standards, work processes, or administrative practices Recommend purchases of equipment, materials or supplies Reconcile bank accounts Refer individuals to appropriate federal, state, county or local agencies Review clients' or customers' records Review court activities for compliance with procedures, laws, court rules, or administrative directives Review vendor bids or product history for cost savings or award of contract Schedule meetings, appointments, interviews and other activities necessary for accomplishing job assignments Serve on committees or task forces Tabulate accounting, financial, or statistical data Upload, duplicate, reformat, or destroy standard media format files as instructed Verify clients' or customers' information Verify entered data against source documents Write technical specifications for purchase of equipment, parts and supplies Write user or operations documents or manuals Level 2 Advise management or supervisors on personnel issues Advise managers on deadlines, rules, regulations or related information Analyze cases in accordance with existing laws, regulations or professional practices Analyze programs or work units to determine effectiveness or efficiency Analyze work processes or methods Assist in negotiating labor contracts and bargaining unit agreements Communicate policies, rules or regulations to staff or team members Conduct classification analysis Conduct financial audits for accuracy, compliance or legitimacy following standards to maintain security or confidentiality Conduct investigations Conduct quantitative or qualitative research of processes, programs or projects Conduct training sessions or orientation programs Coordinate and facilitate various programs and/or special projects Coordinate production of video recordings Coordinate with heads of internal or external units or community Coordinate work activities of unit or team members Develop operating budgets Develop performance standards and content materials for use in program and performance evaluation Establish workflow systems or procedures Evaluate program, unit or team performance in accordance with established policies or procedures Give advice or assist staff or team members with work in progress Implement operating procedures or systems Interpret and analyze accounting, financial, statistical, or other data Investigate complaints Maintain and reshelve books and publications Make recommendations and acquire books, periodicals, and other research materials Monitor terms of services and/or conditions in compliance with court orders Prepare proposal for solicitation of bids for purchases of commodities Prepare technical, statistical, financial, or evaluation reports Provide structured training Provide technical direction and support on special video recording events such as high profile trials Reconcile fixed assets to ensure compliance with established policies and procedures Respond to attorney, litigant or citizen complaints Select training materials and resource documentation for training programs Update current library holdings Level 3 Act as hearing officer, mediator and/or referee Act as lead worker to team members or other group of non-subordinates in assigned tasks Assess adherence to program policies, protocols and procedures Determine staff or team member training needs Develop administrative and/or internal control systems Develop communications plans within or outside the organization or unit Develop curriculums for training programs for large scale audiences Develop policies or procedures to ensure efficient court or unit operations Direct and/or coordinate work between units or teams Evaluate case management systems to offer suggestions or solutions to existing problems Facilitate discussion among federal, state, vicinage, county or local officials Formulate plans for utilization of available funds, personnel, equipment, materials, and supplies Keep abreast of current trends, laws and rules Mediate various legal matters Mentor and coach staff or team members; provide direction and feedback Plan implementation of projects or programs Provide higher-level technical advice and/or expertise to staff, peers or management Resolve disputes, conflicts or problems regarding programs or services<

COMPETENCIES

NOTE: The following competencies are cumulative in nature. For example, lower-level competencies are prerequisite to higher levels. Level 1 Contracting and Procurement - Knowledge of various types of contracts and techniques for procurement. Customer Service - Committed to providing quality services. Commands a thorough understanding of the customer, who they are, why and what they want and need. Focuses work on meeting and exceeding the customer's needs. Develops and maintains strong relationships with internal and external customers, vendors or suppliers. Builds customer confidence in the ability to serve their needs. Economics, Finance and Accounting - Knowledge of economic, financial and accounting principles and practices and the analysis of reporting financial data. Human Resources - Knowledge of various personnel practices and procedures. Information Management - Identifies a need for and knows where or how to gather information. Organizes and maintains information or information management systems. Integrity and Honesty - Contributes to maintaining the integrity of the organization. Displays high standards of ethical conduct and understands the organization's standards, including confidentiality in court operations, when appropriate, and the impact of violating these standards on the organization, self and others. Trustworthy. Interpersonal Skills - Shows understanding, respect, collegiality, courtesy, tact, empathy, cooperation, concern, and politeness to others. Develops and maintains effective relationships with others; including effectively dealing with individuals who are difficult, hostile, or distressed. Relates well with people from varied backgrounds and different situations. Sensitive to cultural diversity, race, gender, disabilities, and other individual differences. Participates fully in team activities. Legal/Government - Knowledge of laws, legal codes, legal documents, government regulations, executive orders, agency rules, New Jersey Rules of Court, government organization and functions. Mathematical Reasoning - Performs computations, such as addition, subtraction, multiplication and division correctly using whole numbers, fractions, decimals and percentages. Solves practical problems by applying a variety of mathematical and statistical techniques. Negotiating - Works with others towards an agreement. Oral Communication - Effectively communicates information, for example, ideas or facts, to individuals or groups, taking into account the audience and nature of the information, for example, technical, sensitive, controversial. Makes clear and convincing oral presentations. Listens to others, attends to nonverbal cues, and responds appropriately. Organizational Awareness - Knows the organization's mission and functions, and how its social, political, organizational and technological systems work, and operates effectively within them, including the programs, policies, procedures, rules, and regulations of the organization. Personal Development - Identifies and follows through on assignments, guidance and feedback to continuously learn and improve the performance and capabilities of oneself. Professional Development - Keeps up-to-date on best practices available in the profession and attempts to implement those appropriate to the organization's needs. Reading Comprehension - Understands and interprets written material; including technical material, rules, regulations, instructions, reports, charts, graphs or tables. Applies what is learned from written material to specific situations. Reasoning - Identifies rules, principles or relationships between facts, data, and other information. Asks pertinent questions to acquire needed information. Analyzes information and makes logical inferences or draws accurate conclusions. Self-Management - Sets well-defined and realistic personal goal. Displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner. Works with minimal supervision. Motivated to achieve. Demonstrates responsible behavior. Stress Tolerance - Deals calmly and effectively with high stress situations, for example, tight deadlines, hostile individuals, emergency situations, dangerous situations. Teamwork - Encourages and facilitates cooperation, pride, trust, and group identity. Fosters commitment and team spirit. Works with others to achieve goals. Technical Application - Uses machines, tools or equipment effectively. Uses computers and computer applications to analyze and communicate information in the appropriate format. Technical Competence - Uses knowledge that is acquired through formal training and/or extensive on-the-job experience to perform one's job. Continues to acquire new knowledge to perform assigned tasks as technology evolves. Time Management - Establishes and manages priorities effectively. Total Quality Management - Shows attention to detail, accuracy and thoroughness. Committed to quality and excellence. Finds the root cause of problems. Looks for and makes continuous improvements. Follows through on implementing improvements and commitments made to others. Written Communication - Composes correspondence, reports and other written material that is clear, concise, well organized and understood by recipient. Recognizes and uses correct grammar, punctuation, and spelling. Communicates information, for example, facts, ideas, or messages, in a succinct and organized manner. Produces written information which may include technical material that is appropriate for the intended audience. Level 2 Auditing - Knowledge of generally accepted auditing standards and procedures for conducting financial, compliance, economy and efficiency, and program results audits. Contracting and Procurement - Knowledge of various types of contracts, techniques for contracting and/or procurement and contract negotiation and administration. Decisiveness - Makes sound and well-informed decisions. Perceives the impact and implications of decisions. Commits to action. Financial Management - Plans, administers and monitors expenditures to ensure cost effective support of programs and policies. Goal Orientation - Budgets time. Adjusts priorities in ways that meet optimal conditions. Manages multiple projects, priorities and deadlines. Human Resources - Knowledge of hiring, classification, benefits, labor relations, negotiations and federal, state and local employment regulations. Laws/Rules/Policies/Procedures - Interprets, understands, applies and complies with laws, rules, policies and procedures. Demonstrates familiarity with organizations policies/procedures and relevant laws and rules in human resources and management administration. Demonstrates familiarity with laws and rules related to critical finance, accounting, purchasing, training, labor/employee relations, EEO/AA, benefits law, job analysis, salary administration, selection, bargaining unit contract application and payroll administration. Negotiating - Negotiates to find mutually acceptable solutions. Planning and Evaluating - Organizes work, sets priorities and determines resource requirements. Determines short- or long-term goals and strategies to achieve them. Coordinates with other organizations or parts of the organization to accomplish goals. Monitors progress and evaluates outcomes. Teaches Others - Helps others learn through formal or informal methods. Identifies training needs. Provides constructive feedback. Coaches others on how to perform tasks. Level 3 Conflict Management - Manages and resolves conflicts, confrontations, and disagreements in a positive manner which minimizes negative impact. Conflict Resolution - Reconciles, negotiates and mediates conflicts and/or grievances to acceptable solutions. Cost - Keeps cost of achieving goals to a minimum. Sensitive to cost related issues. Maintains work within budgetary guidelines. Counseling - Mentors, guides and coaches staff or team members. Provides feedback targeted at individual development. Creative Thinking - Develops new insights into situations and applies innovative solutions to effectuate improvements or resolve problems. Designs new strategies as necessary where established methods and procedures are inapplicable, ineffective, inefficient or unavailable. Decision Making - Makes sound, well-informed and objective decisions. Perceives the impact and implications of decisions. Commits to action, even in uncertain situations, to accomplish organizational goals. Recommends, devises, and/or implements change. Effectively deals with ambiguity. Financial Management - Prepares, justifies and/or administers the budget for program areas. Assesses financial condition of an organization. Flexibility - Open to change and new information. Adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles. Interpretation and Analysis of Written Materials - Comprehends and evaluates information, balancing the pros and cons to determine a desired outcome. Makes recommendations based upon logic or acquired knowledge. Leadership - Influences, motivates and challenges others. Adapts leadership styles to a variety of situations. Persuasion - Develops and articulates well thought out arguments to inform and persuade the decision maker where appropriate. Visualization - Mentally organizes and processes symbols, pictures, graphs, objects or other information, for example, visualizes a building from a blueprint or visualizes the flow of work activities from reading a work plan.<

SUBSTITUTION

· For all other Administrative Track Level 1, 2 and 3 positions : Applicants who do not possess the required education may substitute additional paraprofessional and/or professional experience on a year-for-year basis with one year of such experience being equal to 30 semester hour credits. An associate degree from an accredited college or university and two years of additional paraprofessional and/or professional experience may be substituted for a bachelor's degree. Levels 2 and 3 A master's degree from an accredited college or university may be substituted for one year of experience. Levels 2 and 3 A law degree from an approved American Bar Association law school may be substituted for two years of experience. Note: A master's degree or a law degree from an accredited college or university, may be used as a substitution, not both. FINANCIAL TRACK (Financial Specialist, Financial Specialist 1 and Financial Specialist 2) < All Levels Applicants who do not possess the required education, but do possess the 21 accounting, business administration, economics, public administration, statistics, mathematics, data analytics and/or financial related courses, including six accounting credit hours, may substitute additional paraprofessional and/or professional experience on a year-for-year basis with one year of such experience being equal to 30 semester hour credits. Levels 2 and 3 A master's degree from an accredited college or university in business or public administration, economics, accounting, statistics, mathematics, data analytics or finance may be substituted for one year of general experience -OR- a CPA designation may be substituted for one year of general experience as indicated above.<