Administrative Specialist

Administrative Specialist

The Administrative Office of the U.S. Courts (AO), Office of AO Human Resources (AOHR), is seeking an experienced and highly organized Administrative Specialist to join its team. The Administrative Specialist provides a wide range of support functions throughout AOHR and the AO. In this role, the incumbent will provide confidential, administrative, operational, and executive support to the AOHR Officer, Deputy HR Officer, and staff in support of the AOHR mission. The incumbent is expected to move quickly to manage multiple priorities, and strategically support the office's processes, projects, programs, events, and initiatives. This position reports to the AOHR Officer. The ideal candidate has a proven track record for producing detailed and accurate work products. The ideal candidate has excellent judgment and strong interpersonal, organizational, analytical, and communication skills, and has the ability to work independently and collaboratively in a team with colleagues and external stakeholders.

The duties of this position include, but are not limited to:

1. Providing a full range of high-level, confidential, administrative, and executive support to the AOHR Officer, Deputy Officer, and AOHR staff.
2. Tracking and processing confidential and executive correspondence, documents, reports, and other materials submitted to the AOHR Officer, including reviewing correspondence, documents, and reports to ensure final documents are accurate and acceptable per AO guidelines.
3. Managing AOHR's conference room reservations and scheduling.
4. Managing AOHR Officer's calendar, including scheduling and rescheduling meetings, managing non-meeting time and activities, preparing and compiling meeting materials, and developing and maintaining long-term calendar planning.
5. Monitoring incoming mail, email, and phone calls, and routing inquiries to the appropriate AOHR staff member or AO offices for further action.
6. Serving as a liaison between AOHR, AO executives, and staff, and assisting the office in further building relationships with organizations across the AO by promoting communication and information sharing while safeguarding confidentiality and exercising discretion.
7. Organizing and maintaining office files and electronic records, including establishing consistent folder structures and file-naming conventions, monitoring document currency, accessibility, and version control, and ensuring files are maintained in accordance with applicable records management requirements.
8. Coordinating the development and update of AOHR Officer and Deputy Officer talking points, briefing notes, and other materials for their presentations at meetings and conferences.
9. Making travel arrangements for the AOHR Officer and Deputy Officer, including developing detailed travel itineraries, compiling materials for travel related meetings, and completing travel authorizations and expense reports.
10. Developing, in coordination with AOHR's leadership team, office protocols and procedures and developing and maintaining an AOHR Office procedures manual.
11. Maintaining the office purchase card and central billing account purchase card; adhering to the appropriate record keeping practices for accounting purposes for obligations, requisitions, reconciliations, purchases, and payments; and reviewing and processing monthly invoices.
12. Developing and maintaining financial tracking mechanisms to track spending, obligations, services requested, and expenses.
13. Providing the planning and all logistics for meetings, training, and other events sponsored by AOHR.
14. Assisting in the development and maintenance of information for the AOHR SharePoint online site, AOWeb, and JNet.
15. Monitoring, maintaining, and ordering AOHR Office furniture, equipment, and supplies.
16. Serving as the AOHR's Office Move Coordinator and Emergency Preparedness Coordinator.
17. Coordinating requests for IT and building services for AOHR staff.
18. Greeting visitors, applicants, and guests entering AOHR suite; determining the nature and purpose of each visit; and directing or escorting individuals to the appropriate office, staff member, or meeting location.