Executive Assistant

Job Details for Executive Assistant - Probation and Pretrial Services Office Court Name/Organization California Central District Court Overview of the Position The U.S. District Court and the Probation and Pretrial Services Office is recruiting for an exceptional individual for our Executive Assistant position. This position is responsible for performing a variety of administrative, technical, and secretarial support services for members of the court unit’s executive management team. The duties involve a wide range of responsibilities and areas, including managing, monitoring and facilitating timely communication with other agencies, including but not limited to Judges and their Courtroom Deputies, Probation and Pretrial Services Officers, U.S. Attorney’s Office, the Federal Public Defender’s Office, private attorneys and other agencies or individuals involved in the administration of criminal justice. The position is also responsible for maintaining courtroom calendars between judges and Probation to ensure adherence to courtroom proceedings. The job entails a high level of knowledge and complexity regarding court operations and court-required documentation.The Central District of California serves seven counties and has 28 authorized district judgeships, 11 senior judges, and 23 magistrate judges. The Probation and Pretrial Services Office consists of more than 280 employees spread among 11 office locations. Staff includes probation and pretrial services officers and clerical support positions. The workload in the district entails supervision of over 10,000 defendants, probationers, parolees, and persons on supervised release and the preparation of approximately 3,000 presentence investigations annually. Responsibilities include, but are not limited to, the following: Develop and maintain various logs, tracking forms, spreadsheets, electronic files, and databases (i.e. Act, Sentry and Pacer) for the purpose of tracking statistics and data; prepare statistical tables and reports at the request of the Executive Management Team (EMT). Gather and analyze data for management studies to improve workflow, operating methods and to simplify processing procedures; write reports and make recommendations based on the findings of the studies to support executive decision-making.Generate standard reports from databases and computerized systems. Receives, screens and refers telephone calls and personal visitors. Answers inquiries and provides assistance to the public, maintaining the confidentiality of sensitive matters. At the direction of the EMT, disseminates pertinent information through electronic communication. Coordinate EMT meetings, training conferences, and district-wide events, including preparing agendas, briefing materials, taking and distributing minutes of proceedings and follow-up action items. Maintains and/or coordinates EMT’s calendar.Arrange meetings and other events, including notification to participants and logistical coordination. Works with procurement personnel to arrange for the most economical travel and lodging for participants.Maintains calendars for district events, mandatory training, committee meetings, and organizational initiatives. Arrange travel, conference registrations, and prepare travel vouchers to the Chief U.S Probation Officer and EMT to ensure adherence to established policies and procedures. Maintains confidential personnel, budgetary, operational, and judicial information, exercising a high degree of discretion and ensuring compliance with Judiciary policies. Prepare correspondence, memoranda, reports, speeches, presentations, and other official documents.Maintain detailed correspondence control records.Prepare, proofread and edit materials for the executive management team’s signatures.Check for accuracy, proper grammar, and spelling.Sign for EMT on various correspondence or forms as approved by executive management team, Receive, prioritize, maintain, update, track and route all incoming materials to the executive management team from within the court to appropriate individuals in the office.Receive, screen, and route incoming and outgoing mail to appropriate persons or offices; and process mail requiring special handling.Maintain office reference materials, such as administrative manuals, forms, bulletins, notices, etc. Assist in developing, tracking, and maintaining district administrative policies. Monitors executive assignments and special projects, ensuring deadlines are met and leadership is informed of project status and outstanding issues. Coordinate district-wide communications, including announcements, newsletters, recognition programs, and organizational updates. Maintain executive records, correspondence, and electronic filing systems to ensure accurate documentation and efficient retrieval of information. Arrange and coordinate conferences, meetings, training programs, award and court ceremonies, employee recognition events and official district functions. Employee events include the coordination and distribution of special event retirement achievement plaques and recognition materials. Provides administrative support for committees, strategic planning initiatives, accreditation efforts, and special district projects. 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.Responsible for performing all preliminary background investigations for all new hires. Processes all background investigation materials and dissemination of the approvals at the direction of the Chief U.S. Probation Officer.Maintains spreadsheet to track and monitor all follow up items while maintaining strict confidentiality. Disseminate communications to appropriate managers, executives and peers and follow up on action items to ensure a comprehensive and coordinated response when required. Works closely with all court unit executives and the Probation and Pretrial Services Executive Management Team. Serve as liaison to judge’s chambers and all other court support units, as well as to the Administrative Office and Federal Judicial Center. Provides suggestions and contributions to the Probation/Pretrial SharePoint including the uploading of materials and documents into several locations. May serve as the progress review hearing coordinator which includes communicating with the program District Judges, District Coordinators as well as the representing agencies (Assistant U.S. Attorney and Defense Counsel). Complete a mandatory 20 hours of work-related training. Perform other representative duties as assigned. Qualifications Must be a U.S. citizen or eligible to work in the United States. Associate degree or equivalent. Applicant must have significant experience (minimum five years) in an executive administrative support capacity reporting directly to high-level executives. Professional appearance and manner required. Ability to understand and follow detailed instructions. Superior time management and organizational skills with attention to detail. Strong ability to communicate effectively (orally and in writing) with individuals with diverse backgrounds and establish rapport with staff, outside agencies, and collateral contacts. Exceptional ability to take accurate notes and summarize meetings, conferences, etc. Skill in writing, editing and proofreading documents for spelling, grammar, punctuation, style, abbreviations, and correct format. Strong knowledge and skills in use of personal computers and software applications to prepare reports, presentations and correspondence. Knowledge of automated/internet resources and systems available for conducting database searches and other similar activities. Ability to prioritize and organize work to meet established deadlines. Ability to consistently demonstrate sound ethics and judgment. Ability to maintain professionalism and confidentiality is critical. Skill in administrative matters such as file maintenance, record keeping, reporting and preparation of presentation material. Understanding court and legal terminology a plus. Employee Benefits Salary range CL 26: $63,388 – $103,018 (Total compensation w/employer paid benefits approximate range: $82,404 - $133,923) In addition to salary, the federal government’s benefits equate to no less than 33% of an employee’s total compensation (see Total Compensation sample below). Federal employees are entitled to federal benefits such as health, dental, vision, life insurance, long-term disability insurance, long-term care insurance and flexible spending accounts. Participation in a defined benefit plan the Federal Employees Retirement System-Further Revised Annuity Employee (FERS-FRAE), and up to 5% matching contributions on retirement savings through the Thrift Savings Plan (401k equivalent). Generous accrual of paid time vacation and sick leave and 11 paid holidays per year. Paid parental leave after meeting eligibility requirements. Eligible for the Public Student Loan Forgiveness (PSLF) program on eligible student loans. Commuter subsidies for public transportation to and from work. Extensive online training options and in-person training and professional conferences, funds permitting. Employer Provided Benefits - Total Compensation Approximation Sample (For Illustration Purposes Only) Health/Life Insurance & Commuter Reimbursement: $15,494.00 Total Compensation: $101,792.00 Application Info Must be a U.S. citizen or a lawful permanent resident with authorization to work in the United States who is currently seeking U.S. citizenship or intending to become a U.S. citizen immediately after meeting the eligibility requirements. The final candidate will be subject to a background investigation by law enforcement agencies. The Federal Financial Reform Act requires direct deposit of federal wages for employees. The U.S. District Court and the Probation and Pretrial Services Office requires employees to adhere to the Code of Conduct for Federal Judicial Employees, which is available on the Court’s website: Due to the high volume of applications, we will communicate with those individuals who will be interviewed. Applicants scheduled to interview should advise the Human Resources staff if any accommodation will be necessary to interview. Unfortunately, the Court is unable to reimburse applicants for any travel or parking costs. 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. The federal Judiciary is an Equal Employment Opportunity employer. #J-18808-Ljbffr