Duties

Summary

The Executive Assistant performs and coordinates administrative, technical, and professional work related to multiple administrative functions in the Clerk's Office, including ensuring compliance with the appropriate regulations, policies, procedures, and standards.
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Responsibilities

The Executive Assistant provides executive administrative support to the Chief Deputy Clerk and, as the sole administrative staff in the Clerk's Office, coordinates administrative office needs and activities within the office and with other court units. The Executive Assistant reports directly to the Chief Deputy Clerk.

Major Duties

Develop and maintain standard office administrative procedures and provide guides to Clerk's Office management and staff to ensure administrative consistency. Prepare monthly and quarterly financial reports for funds received by the Clerk's Office. Prepare travel authorizations and review staff travel vouchers for compliance with applicable travel policies and regulations. Maintain office administrative records, document systems, and consumable supply inventory. Identify, research, and prepare requests, initial needs assessments and requirements, and requisition documentation for supplies, equipment, and services for the Clerk's Office. Perform contracting officer level 1 procurements for the office, act as contracting officer's representative for office contracts, review and approve invoices, and review and confirm delivery of services and goods. Identify, review, and track administrative and information technology service requests and act as office liaison and coordinator for office space and facilities, procurement, property management, information technology, maintenance, and human resources needs and requests with other court offices.

Provide administrative assistance and support for the Chief Deputy Clerk, including managing the Chief Deputy Clerk's calendar and travel arrangements, as well as preparing related documents. Receive, screen, refer, and track correspondence and calls. Answer routine inquiries and draft and respond to correspondence as needed. Schedule and coordinate Clerk's Office meetings, functions, and office calendars, including activities such as site planning and logistics. Prepare meeting agendas, materials, and related minutes as directed. Track and monitor calendars, projects, pending matters, and related deadlines.

Participate and serve as project manager on special projects related to office administrative service functions. Collect, review, audit, and analyze data and information on office administrative functions. Develop and recommend ongoing and future administrative needs, including new procurement or space maintenance requirements, to Clerk's Office management. Develop, recommend, and implement administrative process improvements, ongoing and long-term procurement and space needs, and annual projects for consideration by the Clerk's Office Management Team, including automated and cost-containment solutions. Administer the Clerk's Office's staff recruitment, onboarding, and orientation processes in coordination with the court's Human Resources office.

Communicate and respond to judges, chambers staff, and management requests regarding court operations. Answer procedural questions for judges, staff, and the public. Communicate clearly and effectively, both orally and in writing, to explain complex operational matters and concepts to individuals and groups with varying experience and backgrounds. Interact effectively with the public and staff, providing good customer and quality service and resolving difficulties efficiently while complying with regulations, rules, and procedures. Develop, implement, and maintain written procedures for assigned functions. Support office financial processes and court sessions, as needed. Comply with the Guide to Judiciary Policy , applicable Administrative Office policies and procedures, internal controls guidelines, and all local policies and procedures. Abide by the Code of Conduct for Judicial Employees and court confidentiality requirements. Demonstrate sound ethics and good judgment at all times. Display a careful and deliberate approach in handling confidential information in a variety of contexts.

Travel Required

Not required

Supervisory status
No

Promotion Potential
26 - CL-26.

Requirements

Conditions of Employment

This is an Excepted Appointment and At-Will position. Federal government civil service classifications or regulations do not apply. All offers of employment are provisional pending successful completion of a background check or investigation and a favorable employment suitability determination. This position is subject to Electronic Funds Transfer (EFT) for payroll deposit.

Must be a U.S. citizen or eligible to work in the United States. Non-citizens may be interviewed and considered for employment, but employment offers will only be made to individuals who qualify under one of the exceptions in 8 U.S.C. § 1324b(a)(3)(B). Under 8 U.S.C. §1324b(a)(3)(B), a lawful permanent resident seeking citizenship may not apply for citizenship until he or she has been a permanent resident for at least five years (three years if seeking naturalization as a spouse of a citizen), at which point he or she must apply for citizenship within six months of becoming eligible, and must complete the process within two years of applying (unless there is a delay caused by the processors of the application). Non-citizens who have not been permanent residents for five years will be required to execute an affidavit that they intend to apply for citizenship when they become eligible to do so.

Qualifications

Required Qualifications

CL 25 ($47,603 - $77,431): At a minimum, candidates must possess a high school diploma or equivalent, one year of general experience*, and two years of progressively responsible specialized experience that includes at least one year of work at the CL 24 (GS 8) or equivalent. CL 26 ($52,440 - $85,243): At a minimum, candidates must possess a high school diploma or equivalent, one year of general experience*, and three years of progressively responsible specialized experience that includes at least one year of work at the CL 25 (GS 9) or equivalent.

*Candidates may substitute a bachelor's degree from an accredited college or university and one of the following superior academic achievement requirements for one year of general experience:

a. An overall "B" grade point average equaling 2.90 or better of a possible 4.0;
b. Standing in the upper third of the class;
c. "3.5" average or better in the major field of study, such as business or public administration, human resources management, or a related field that would prepare a candidate well to perform in this position; or
d. Election to membership in Phi Beta Kappa, Sigma XI, or one of the National Honorary Scholastic Societies meeting the minimum requirements of the Association of College Honor Societies, other than Freshman Honor Societies.

Preferred Competencies

• Experience providing executive-level administrative support or administrative management functions in a professional environment.
• Experience working in the judiciary or a legal office environment.
• Experience with federal government or judiciary procurement and/or travel processes and requirements.
• Experience with using Microsoft 365 applications in an office environment.
• Demonstrated ability to work in a fast-paced and frequently changing environment.
• Demonstrated strong writing and editing abilities in a professional environment.
• Demonstrated ability to collaborate and interact with a wide range of stakeholders.

Education

Candidates must possess a high school diploma or equivalent.

Additional information

The court reserves the right to modify the conditions of this announcement, commence interviews immediately, withdraw the announcement, or fill the position at any time, any of which actions may occur without notice.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Applicants will be evaluated based upon review of their qualifications and the application package.

Background checks and security clearance

Security clearance
Not Required

Drug test required
No

Required Documents

Cover Letter, Resume, and AO-78.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.