Administrative Assistant to District Court Executive

Administrative Assistant to District Court Executive Location Phoenix, AZ (Central City area) :

Job Summary We are seeking a highly organized and detail-oriented Executive Administrative Assistant to support the District Court Executive/Clerk of Court and the Chief Deputy Clerk in managing daily operations and enhancing overall efficiency of the Clerk's Office with the U.S. District Court, District of Arizona in the Phoenix Court location. The ideal candidate will possess strong customer service skills, proficiency in various office software, and the ability to manage multiple tasks simultaneously, and experience supporting executive management. This role is essential for maintaining smooth office operations and providing exceptional support to both staff and judicial officers.

Duties

• Coordinates conferences and meetings, including arranging for meeting space, transportation, meals, security, etc. Assists in the preparation of the agenda.
• Prepares frequent confidential or highly complex communication for the DCE/Clerk of Court.
• Maintains the DCE/Clerk of Court's calendar, arranges meetings or other events, including notification to participants and logistical coordination. Arranges travel and lodging and prepares travel payment vouchers in accordance with existing policies and regulations.
• Coordinates judicial investiture ceremonies and other official events in the Phoenix division.
• Coordinates all visiting judge activities including scheduling, courtroom assignment, etc.
• Receives, screens, and refers telephone calls and personal visitors. Receives, screens, and routes mail to appropriate persons or offices. Answers routine inquiries while aiding the public and maintaining the confidentiality of sensitive matters. Responds to inquiries from judges and their staff, other court support units, other courts, members of the bar, and the media.
• Prepares documents, correspondence, and reports. Assists with administrative functions of the office.
• Maintains and updates the Clerk's Office website.
• Updates the Phoenix division's Occupant Emergency Plan (OEP)and Continuity of Operations Plan (COOP).
• Develops standard office procedures.
• Works closely with all court unit executives in the District of Arizona.
• Coordinates all general activities in the immediate office. Serves as liaison to the General Service Administration building manager's office for physical needs of the office.
• Coordinates court reporter and interpreter scheduling and assignments as necessary.
• Communicates daily with the judges of this Court.
• Participates in special projects related to administrative service functions.
• Performs other duties as assigned.

Skills

• Strong customer service orientation with the ability to handle inquiries professionally.
• Proficiency in Adobe and Microsoft Office Suite applications (Excel, Word, and Outlook).
• Excellent typing skills with attention to detail for accurate data entry.
• Highly organized and strong time management skills, accuracy, and attention to detail.
• Possess good judgement, initiative, and maintain a professional appearance and demeanor.
• Effective calendar management skills for scheduling appointments and meetings.
• Familiarity with clerical tasks such as filing, organizing documents, and maintaining records.

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.

Preference given to applicants with a bachelor's degree. Must be able to balance the demands of varying workload and responsibilities and deadlines.

How to Apply

Preference given to applications received by November 5, 2024. Please visit the District of Arizona's employment website at to submit an online application, including the following documents:

• Cover letter that supports your work experience as it relates to the position.
• Resume that includes complete work and salary history, and education.
• Two most recent performance evaluations (strongly preferred). Letters of recommendation may be substituted if no evaluation is available.

Attachments should be submitted only as Microsoft Word or Adobe Acrobat (PDF) documents. Other formats are not acceptable.

Applications will be considered complete when the online application and all required attachments (in proper format) are received by the Human Resources Division. Applications and/or attachments received after the closing date may not be considered.

If you are a proactive individual who thrives in a fast-paced setting, we encourage you to apply. The U.S. District Court for the District of Arizona is an equal opportunity employer.

Applicant Information

The Court reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, any of which may occur without prior written or other notice.

In the event that a position becomes vacant in a similar classification, within a reasonable time of the original announcement, the court may elect to select a candidate from the applicants who responded to the original announcement without posting the position.

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 initial appointment to this position is provisional pending the successful completion of the required background checks and/or investigations. 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.

Participation in the interview process will be at the applicant's own expense and relocation expenses will not be provided.

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.

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.

Job Type: Full-time

Pay: $55,182.00 - $66,102.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person