Summary The Administrative Assistant position is located in the Phoenix Divisional Office in the U.S. Probation and Pretrial Services Office for the District of Arizona. The Administrative Assistant performs clerical and administrative support services for the Chief U.S. Probation Officer and other members of the executive management team. The Administrative Assistant will report directly to the Chief U.S. Probation Officer. Responsibilities Assists with planning, organizing, and executing all aspects of meetings, conferences, and other events hosted by the probation and pretrial service office, including space reservations, agendas, event setup, AV arrangements, procurement and other logistics. Creates minutes for meetings. Independently and accurately prepares correspondence, presentations, spreadsheets, reports, forms, mailings or other documents ensuring completion in a timely manner. Starts presentations/reports from conceptual ideas or existing materials for executive review. Arranges travel itineraries and necessary accommodations for Chief U.S. Probation Officer and other members of the executive management team, including airfare, lodging, registration, and related events and activities. Acts as a delegate to obligate funds and process reimbursements for Chief U.S. Probation Officer and other members of the executive management team. Maintains calendar for Chief U.S. Probation Officer using discretion in scheduling to maintain a reasonably smooth flowing calendar. Coordinates schedule changes as needed. Oversees the maintenance the U.S. Probation and Pretrial Services Office internal and external websites, including content management and quality assurance. Works with Human Resources to arrange all aspects of hiring and promotions including edits to announcements, coordination of panels, scheduling interview availability dates, arranging collection of supervisor feedback forms and completion of scoring sheets for interviews. Oversees annual law enforcement officer badge and credential sighting processes. Citibank management and processing Citibank payments for executive approval. Develops standard office procedures and policy. Works closely with all court unit executives and the Probation and Pretrial Services Executive Management Team in the District of Arizona. Participates in special projects as needed. Manages all parking and office assignments for the Probation and Pretrial Services Office. Performs other duties as assigned. Requirements Conditions of Employment You must be a U.S. Citizen to qualify for this position. Background investigation Pre-employment drug test Qualifications MINIMUM QUALIFICATIONS Applicants must be a high school graduate or equivalent and possess two years of general experience. Applicants must also possess at least one year of specialized experience at the CL 25 or equivalent. General experience is defined as progressively responsible clerical, office, or other work that indicates the possession of, or the ability to acquire, the particular knowledge and skills needed to perform the duties of the position. Specialized experience is defined as progressively responsible clerical or administrative experience that provided knowledge of the rules, regulations, procedures involving use of automated case management systems resources systems use of specialized terminology, and demonstrated ability to apply a body of rules, regulations, directives, or laws. Such experience is commonly encountered in law firms, legal counsel offices, banking and credit firms, educational institutions, social service organizations, insurance companies, real estate and title offices, and corporate headquarters of personnel/payroll operations. PREFERRED QUALIFICATIONS A successful applicant should be highly organized and possess good judgment, initiative, and maintain a professional appearance and demeanor. Time management skills, accuracy, and attention to detail are exceptionally important. Must be able to balance the demands of varying workload responsibilities and deadlines. Preference will be given to those applicants with experience as an executive assistant. Education High school diploma or equivalent. Additional Information Excepted Service - this job is being filled by an alternative hiring process and is not in the competitive civil service. The initial appointment to this position is provisional pending the successful completion of the required background checks and/or investigations. Only qualified applicants will be considered for this position. Employees of the U.S. District Court serve under "Excepted Appointments" and are considered "at will" employees (except for probation officers who may be removed for cause). Federal Civil Service classifications or regulations do not apply; however, court employees are entitled to substantially the same benefits as other Federal Government employees. The U.S. District Court is a drug-free workplace and the applicant selected will be required to participate in a drug screening test prior to employment. All information provided by applicants is subject to verification and background investigation. Applicants are advised that false statements or omission of information on any application materials or the inability to meet the following conditions may be grounds for non-selection, withdrawal of an offer of employment or dismissal after being employed. Participation in the interview process will be at the applicant's own expense and relocation expenses will not be provided. All promotions are subject to the approval of the Administrative Office of the U.S. Courts. The position is subject to the mandatory electronic fund transfer (EFT) participation for payment of net pay (i.e. Direct Deposit). 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). In most cases, this means that an offer of employment cannot be made unless the candidate is a lawful permanent resident who is seeking U.S. citizenship as explained below. 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. The U.S. Probation and Pretrial Services Office, District of Arizona is an Equal Opportunity Employer.
