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 of emails to the appropriate person for response and to respond to general correspondence and inquiries from judges, district staff, vendors, stakeholders, etc., providing timely and effective support. Effectively organize and track incoming emails to ensure incoming invoices are combined with orders and delivery confirmation.
• Receiving, sorting, and distributing incoming district office physical mail and packages delivered to both the Duluth courthouse and district office.

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!

• High school diploma or equivalent;
• Two or more years of general office administrative support experience; and
• Valid driver's license.

Nice to Have

• Two-year (Associate’s) degree; and
• Knowledge of the courts and general governmental finance practices.

What You Will Bring

• Knowledge of business English, arithmetic, and office administrative practices, procedures, methods, and equipment.
• Knowledge of computerized office programs, including Microsoft Office software.
• Ability to learn/knowledge of rules of court, state statutes, court and office policies and procedures.
• Ability to make arithmetic computations and tabulations accurately.
• Ability to maintain clerical records, assemble and organize data, and to prepare reports from such records.
• Ability to understand and follow oral and written instructions.
• Ability to communicate ideas clearly and concisely, both orally and in writing, with a diverse group of people.
• Ability to explain and apply laws, rules, policies, and procedures.
• Ability to operate a calculator, personal computer, and other office equipment.
• Ability to establish and maintain effective working relationships with co-workers, representatives of other agencies, the general public, and occasionally angry individuals.
• Ability to provide guidance, direction, and assistance to co-workers.

What You Will Earn

The anticipated starting hourly rate for this position is no less than $25.27, with a full future earning potential of $25.27-$37.96 per hour. This position is non-exempt under the Fair Labor Standards Act and is eligible for State of MN employee benefits.

Working Conditions

Work is performed primarily in an office setting and may require periods of extended computer use.

Supplemental Information

The Sixth Judicial District serves Minnesota's Arrowhead Region, including the counties of Carlton, Cook, Lake, and St. Louis (Duluth, Hibbing, and Virginia).

Logistics

This is a full-time (1.0 FTE) unrepresented position classified as an Office Assistant III within the Minnesota Judicial Branch job classification system. This position is currently working in a hybrid role consisting of a combination of remote and in-person work in the District Administration office, located at 525 South Lake Avenue in Duluth, MN. When working remotely, access to reliable internet connection is required. Typical hours for this position are 8:00 a.m. - 4:30 p.m., Monday-Friday.

This position is posted for internal and external application simultaneously.

• Deadline to apply: October 22, 2026, at 11:59 p.m.
• Interviews are anticipated to be held October 27 and 29.
• Position will remain open until filled.

The selection process is a resume-based, skill-matching process. If your skills match the required skills for this position, the department may contact you.

All employment offers are contingent upon satisfactory results of our background check processes. If you have questions about this position, please contact Human Resources at 6thHR@courts.state.mn.us.