Administrative Technician

Summary

The U.S. Probation Office for the Southern District of Indiana is accepting applications for the position of Administrative Technician. The Administrative Technician provides training, support, and guidance to Probation Office staff on all official government travel services, employee travel, and fleet maintenance.

Learn more about this agency

Duties

Help

The Administrative Technician provides training, support, and guidance to Probation Office staff on employee travel and fleet maintenance; preparing cost estimates, calculating expenditures, and processing payments for each. Offers administrative and technical assistance with staff training in the areas of materials preparation, logistics, and recordkeeping. Ensures compliance with all appropriate guidelines, policies, and approved internal controls. Reports to the Administrative Supervisor.

REPRENTATIVE DUTIES:

Travel

• Working closely with the Administrative Office (AO), interpret and explain judiciary travel and financial regulations and procedures to employees. Research and prepare responses to inquiries from employees and management on the interpretation and application of travel and financial policies, regulations, and procedures.
• Assist employees and supervisors with the preparation of travel authorizations and vouchers, providing instruction and responding to questions about procedures and other requirements associated with official duty travel.
• Assure that allowable expenses are included on travel authorizations and that fiscal information estimates, account classifications, etc., are correct.
• Maintain a travel authorization tracking system to ensure that travel claims are submitted within the required time frame for reimbursement and/or payment.
• Receive, review, and process travel vouchers, responding to questions, problems, insufficiencies with voucher submissions, and the status of voucher payments. Check figures, postings, and documents for correct entry, mathematical accuracy, proper codes and appropriateness.
• Ensure that appropriate internal controls and separation of duties for disbursement, transfer, recording, and reporting of monies are followed. Respond to all travel-related audit inquiries and requests for information and documentation.

Fleet

• Maintain oversight and responsibility for GSA fleet vehicles leased to the Probation Office, acting as a liaison between the Probation Office and GSA.
• Communicate fleet-related information to drivers, ensuring performance, reporting, and documentation of all vehicle maintenance and repairs in accordance with GSA requirements.
• Confirm accuracy of monthly lease invoices. Obligate, process, and record fleet-related expenditures, and coordinate acquisition of new vehicles to replace older models nearing end of life.

Training

• Act as Chair of in-district Training Committee, communicating training-related information to staff and working effectively with various Court employees when coordinating training-related events.
• Consult with the Federal Judicial Center (FJC), the Administrative Office (AO), external trainers, and select Probation staff on training policies, offerings, and resources.
• Advise and make recommendations to management and/or Chief Probation Officer on relevant training.
• Act as planner, organizer and facilitator of "all staff' training events, arranging logistical support (i.e. meeting space, equipment, visual aids, and handouts), and recording/reporting attendance.

Perform other related duties as assigned.

Requirements

Help

Conditions of employment

• Applicants must be United States citizens or eligible to work in the United States.
• A Moderate Risk Background Investigation (MBI) with the FBI and other law enforcement agencies, including fingerprint and criminal records checks, will be conducted. The selected applicant will be hired provisionally pending successful completion of the background investigation. The incumbent may be subject to periodic reinvestigation.

Qualifications

REQUIRED EDUCATION/EXPERIENCE: To qualify, an applicant must have a high school diploma or equivalent as well as two years of specialized experience. Specialized experience is defined as progressively responsible experience in an administrative role that provided the ability to apply a body of rules, regulations, directives, or laws and involves the routine use of specialized terminology and automated software and equipment.

The successful applicant will have excellent computer knowledge with experience in Microsoft Excel and the Windows operating environment, including word processing. The incumbent will also have excellent verbal and written communication skills, the ability to communicate effectively with a variety of people, excellent organization and time management skills, and the ability to successfully manage multiple competing priorities while processing a high volume of work with attention to detail and a high level of accuracy. Additionally, experience which reflects the ability to work well under pressure and deal with change, the ability to perform detail-oriented work with limited supervision, and excellent spelling, grammar, and proofreading skills are required.

STRONGLY PREFERRED QUALIFICATIONS: Bachelor's Degree or certification in a related field. Demonstrated use of data to solve problems and identify trends. Strong attention to detail. Ability to demonstrate sound ethics and judgment and maintain court confidentiality requirements. Ability to acquire the knowledge and skills needed to perform the duties of the position pursuant to national and local policies, procedures, guidelines, and processes. Skill and ability to input, extract, analyze, and reconcile information/data from databases, reports, and paperwork for the purpose of reconciliation and problem solving.

Education

The applicant must have a high school diploma or equivalent.

Additional information

• The Probation Office reserves the right to modify the conditions of this job announcement or to withdraw the announcement, either of which may occur without prior written notice.
• This office provides reasonable accommodation for applicants with disabilities. If you need reasonable accommodation for any part of the application and interview process, please notify the local human resources representative. The decision on granting reasonable accommodation will be made on a case-by-case basis.
• Employees of the U.S. Probation Office are Excepted Service and are required to adhere to a Code of Conduct which will be made available for review by applicants upon request.
• Employment with the U.S. Probation Office is at will and is subject to termination by the appointing authority.
• This position is subject to mandatory electronic deposit of salary payment.

The Southern District of Indiana is an Equal Opportunity Employer

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Help

The United States Probation Office is part of the Judicial Branch of the Federal government and operates as an independent excepted service agency. Although not part of the civil service, staff of the Judicial Branch are eligible for civil service health, life, and retirement benefits.

Review our benefits