Office Administrator

Date Posted: Feb 3, 2025

Requisition ID: 455832

Location:

Indianapolis, IN, US, 46204

The Office of Judicial Administration is responsible for the efficient administration of all agencies that operate under the direction of the Chief Justice and the Supreme Court. That includes 200 personnel; fiscal management; communication; technology; legal services; intergovernmental relations; services for the trial courts; and support for court boards, commissions, and committees. The Office is headed by Chief Administrative Officer Justin P. Forkner, who reports directly to the Chief Justice of Indiana and serves as the link between the Chief Justice and the agencies of the Court.

Salary: The salary for this position traditionally starts at $46,000 but may be commensurate with education and/or experience.

To Apply: Please apply by February 17,2025

About the Job:

The JLAP Office Administrator for the Judges and Lawyers Assistance Program (“JLAP”) works with the Executive Director, Deputy Director, other JLAP staff, and the JLAP Committee in carrying out their duties under Rule 31. JLAP provides confidential, compassionate support to all judges, lawyers, law students, bar applicants, and Indiana Supreme Court employees (referred to herein as “legal professionals”) by promoting well-being, improving lives, fostering connection, and thereby elevating the competence of the legal profession.

A Day in the Life:

Serves as the first point of contact for legal professionals seeking assistance from JLAP. Primarily responsible for managing initial inquiries, running administrative aspects of the office, and serving as a coordinator for the JLAP volunteer program.

Additional responsibilities include, but are not limited to:

• Answers and directs telephone calls, correspondence, and in-person visitors to the JLAP office

• Manages and responds to JLAP public intake form submissions and correspondence received through JLAPhelps inbox

• Provides general, clerical, organizational, and administrative support for JLAP staff, including creating and managing release of information documentation and assisting staff with correspondence as needed

• Oversees daily office functionality, for example, equipment, office supplies, cleaning products and heating/cooling

• Serves as a liaison to coordinate and assist with JLAP events including committee meetings, support groups, volunteer trainings, Indiana law school office hours and events, and presentations. This includes scheduling, tracking, documentation of presentations, mailings, and maintaining up to date rosters.

• Serves as primary point of contact for recruitment, training, and retention of JLAP volunteers; creates and sends out periodic volunteer newsletter; primarily responsible for logistics of annual JLAP retreat and any other in person volunteer events; works with JLAP staff to assist with matching JLAP participants with volunteers.

• Oversees maintenance and improvements to the JLAP database, ensuring accurate entry of data, analyzing data and developing outcome measures using the data collected, and arranging training for staff as needed

• Ensures timely processing of contracts, invoices, and requests for reimbursement from vendors, JLAP staff and committee members, as well as requests for assistance from the JLAP Treatment Fund and updates the JLAP Committee

• Maintains internal log of JLAP Treatment Fund transactions

• Assists JLAP staff and committee with all travel authorization processes and travel reimbursements

• Receives copies of all disciplinary orders and complaints and initiates outreach to recipient of order/complaint to notify of assistance offered by JLAP

• Assists in reporting to the JLAP Committee as requested by the Executive or Deputy Directors

• Interacts with staff from other Indiana Supreme Court agencies to further JLAP’s interests

• Other duties as assigned

What You'll Need for Success:

Integrity

• Exercise discretion in handling confidential information and materials

• Maintain personal and business affairs in a manner that ensures public confidence in the integrity, competence, impartiality, and independence of the judiciary as well as avoid situations that could lead to conflict, or the appearance of conflict

Professionalism

• Interact with all persons in a respectful manner, maintain business-like appearance, and promote harmony in the workplace

• Interact with executive branch agencies, federal agencies, and judicial officers in a manner that promotes confidence and respect in the Office of Judicial Administration

Customer Service

• Act as a liaison when interacting with management, staff, internal and external stakeholders to provide program specific information, answer questions, and address issues and concerns

• Successfully diffuse elevated conversations with an intent for resolution

Communication

• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times

• Communicating effectively in writing as appropriate for the needs of the audience

Organization

• Manage assignments to ensure all tasks are completed within deadlines

• Effectively manage time and prioritization of tasks and projects

• Prepare and maintain complex and confidential records in an automated system to work on numerous tasks

Attention to Detail

• Research, coordinate, and track work in a proficient manner to ensure accuracy

Problem Solving

• Identify problems and review related information to develop and implement solutions

• Use deductive reasoning skills to meet several complimentary goals

Technology and Tool Usage

• Learn and adapt to new technologies within the Microsoft Suite as well as Supreme Court systems

Benefits package for full-time employees:

The State of Indiana offers a comprehensive benefits package for full-time employees which includes:

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans;

• Wellness program (offers a premium discount for the medical plan and gift cards);

• Health savings account, which includes bi-weekly state contribution;

• Deferred compensation 457B account (similar to 401k plan) with employer match;

• Two (2) fully funded pension plan options;

• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:

o 150 hours of paid new parent leave; o Up to 7.5 hours of paid community service leave;

• Combined 180 hours of paid vacation, personal, and sick leave time off;

• 12 paid holidays, 14 on election years;

• Group life insurance;

• Employee assistance program that allows for covered behavioral health visits;

• Qualified employer for the Public Service Loan Forgiveness Program;

• Free Parking for most positions;

• Free LinkedIn Learning access

• Hybrid Option for eligible employees/positions

Equal Employment Opportunity:

The Indiana Supreme Court is an Equal Opportunity Employer. Equal employment opportunities are provided to all applicants for employment without regard to race, color, religion, sex (including pregnancy), gender identity, national origin, age, disability, marital status, political affiliation, socioeconomic status, status as a protected veteran or any other protected status in accordance with applicable federal, state, and local laws, and the Indiana Judicial Code.

If you are a qualified individual with a disability and will need reasonable accommodation to assist you in applying for the position or performing the essential functions of the job, the Indiana Supreme Court will provide such reasonable accommodations.

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