Administrative Assistant

Administrative Assistant To The Chief U.S. Probation Officer

The U.S. Probation and Pretrial Services Office for the District of Arizona is seeking an accomplished and self-motivated individual with excellent interpersonal skills and strong work-ethic for the position of Administrative Assistant to the Chief U.S. Probation Officer. In this role, high importance is placed on an individual who will embrace our mission and committing themselves to and believing in our vision of working together creatively to transform lives, enhancing the safety of our community.

Our fast paced, prestigious environment will provide opportunities for challenging and rewarding work as a member of the probation team. The successful individual must be able to thrive in an environment that promotes teamwork and professional enrichment where we commit to supporting and defending the U.S. Constitution, the worth and dignity of all people, defending their right to be treated with fairness and respect, believing that all people are capable of positive change through the use of evidence-based practices.

Position Overview

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.

Representative Duties

• 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.

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. Familiarity with Adobe and Microsoft Office Suite such as Word and Excel. Familiarity with Microsoft Outlook is helpful.