Summary
Are you highly motivated and looking to work with a top-notch team? Do you possess excellent organizational and communication skills? Can you stay cool under pressure? Can you work well both independently and as part of a team? If you are interested in a position that supports the federal judiciary's mission of ensuring equal justice under the law, come join our talented and diverse team at the Office of the Circuit Executive!
Duties
About the Role
The Administrative Assistant performs administrative support services for the Space and Facilities Unit. The incumbent ensures the efficient management of Unit affairs, including meeting planning, correspondence, issuance of funds for space and facilities projects, and review of bills. The incumbent also analyzes problems, develops solutions within the context of judiciary and partner agency policy guidelines, and works closely with other federal agencies involved in Space and Facilities and Security projects across the Circuit. The incumbent standardizes the Space and Facilities Unit's procedures and provides support and guidance to the Unit staff to ensure administrative consistency and excellence.
The primary focus of the job is to perform a variety of administrative activities, ensuring strict accuracy and adherence to applicable policies, regulations, and protocols.
The incumbent's work enhances the Unit staff's ability to work effectively and impacts the entire office and the Circuit. The work encompasses developing administrative guidelines which facilitate the effective management of the office. The Administrative Assistant contributes to the mission of the office by providing quality service in a professional, courteous, and efficient manner.
Representative duties include:
- Serve as the administrative assistant for the Space and Facilities Unit; provide other assistance to all Unit staff.
- Prepare executive correspondence, meeting minutes and other materials, from templates or samples, or own notes, for review and signature. Maintain logs and files for unit. Edit materials prepared by others for accuracy, proper grammar, and spelling.
- Provide assistance as needed in planning, running, and follow up for Ninth Circuit Judicial Council committee meetings.
- Maintain logs of project expenditures, billings, and payment for space and facilities committees. Track expenditures against annual budgets and monitor expenditures for compliance with judiciary policy. Maintain documents and records as needed for internal controls related to Space and Facilities projects.
Conditions of Employment
Must be a U.S. citizen or permanent resident in the process of applying for citizenship. Successful applicants are provisionally hired pending results of background investigation and fingerprinting. Positions with the U.S. Courts are at-will, excepted service appointments, and may be terminated with or without cause by OCE. Employees are required to adhere to the Code of Conduct for Judicial Employees. Direct deposit of pay is required. The Court requires all its employees to be vaccinated against COVID-19 absent an exemption from the requirement based on a documented medical reason or a sincerely held religious belief.
The OCE reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, for any reason including but not limited to budgetary issues. Said modifications may occur without prior written or other notice.
Equity Focused Employer
We value diversity and are committed to equity and inclusion in our workplace. The OCE encourages applications from all qualified individuals and seeks a diverse pool of applicants in terms of race, ethnicity, national origin, sex, gender identity and expression, sexual orientation, age, languages spoken, veteran's status, disability, religion, and socio-economic circumstance.
Qualifications
Required Qualifications
- An Associate's or Bachelor's degree with 2+ years of *specialized experience; or 5+ years working in a professional office setting.
- Knowledge of administrative practices, methods, and techniques.
- Skill in managing an executive office in a professional atmosphere.
- Superior ability in proofreading documents for spelling, grammar, punctuation, style, abbreviations, and correct legal citation formats.
- Strong administrative organizational skills such as hard and electronic file maintenance, record-keeping, reporting, and preparation of presentation materials.
- Ability to solve administrative problems and recommend alternatives and solutions.
- Skill in assisting with planning, organizing, and handling logistical arrangements for meetings, conferences, and events.
- Advanced application knowledge of the Microsoft Office suite and Zoom.
- Excellent skills in interpersonal communications, including the ability to use tact and diplomacy in dealing effectively with all levels of managers, staff, judges, and internal and external customers.
- Ability to maintain strict confidentiality and discretion.
*Specialized experience is defined as progressively responsible clerical or administrative experience that is in, or closely related to, administrative support and which demonstrates the knowledge, skills and abilities required to successfully perform the duties.
Preferred Qualifications
- Experience with government procurement standards, design or construction industry administrative processes, and/or the General Services Administration.
- A strong preference will be given to the candidate who can leverage technology to work efficiently and effectively.
- Knowledge of SharePoint, Excel, OneNote, and PowerPoint desired.
Education
Please read the "Qualifications" section.
You will be evaluated for this job based on how well you meet the qualifications above.
Please read the "Next steps" section for more information.
Please read the "How to Apply" section.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
Please submit a single PDF through the Career Portal that includes:
- a cover letter directly responding to this vacancy announcement.
- an up-to-date resume.
- a list of three work references.
Only applications with a cover letter, resume, and references will be considered.
Next steps
- Priority given to applications received by November 10, 2023.
- Position open until filled.
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