Summary
The U. S. Pretrial Services Office for the Middle District of Florida is currently accepting applications for the position of Administrative Assistant. This position will be located in the Jacksonville division and will provide administrative support to the pretrial services officers and general office support for the operational functions of the office.
Duties
The Middle District of Florida consists of five divisions: Fort Myers, Jacksonville, Ocala, Orlando, and Tampa. This position will be under the
direct supervision of a supervisory pretrial services officer. The person selected for this position will undergo a background investigation and will be fingerprinted. By statute, incumbent must be a U.S. citizen or a permanent resident seeking citizenship.
Responsibilities
- Serves as receptionist by answering phones and greeting clients. Answers routine questions and refers persons to officers or appropriate agency based on knowledge of officers' activities and office's operations. Serves as liaison to various government agencies.
- Responsible for organizing and preparing case files in accordance with established case management procedures. Initiates and enters statistical information in the Probation and Pretrial Automated Case Tracking System (PACTS) and generates monthly, quarterly, and various reports/lists from this system. Receives and transfers case files to and from other districts. Assists in the maintenance of electronic case files. Assists officers with scanning and uploading documents to PACTS.
- Incumbent, as needed, will type bail reports, bail violations, and supervision documents. Assists officers in conducting investigations including preparing collateral requests from other districts. Performs NCIC and criminal record checks through local or national law enforcement files through NCIC and PACTS systems.
- Responsible for all tasks relating to processing incoming/outgoing mail and administrative documents. Tracks postage expenditures and distributes documents to and from the clerk's office;
- Prepares travel vouchers for division staff and forwards to financial administrator.
- Contacts vendors for price and quality comparisons on office supplies; orders and maintains appropriate inventory levels of all office supplies. Checks deliveries and invoices against purchase orders for accuracy. Monitors supply expenditures and provides information regularly to the financial and budget administrator for budget control purposes.
- Maintains automated inventory system of all furniture for the Jacksonville division.
- Assists with projects including scanning and shredding case files.
- Performs other duties as assigned.
Requirements
Conditions of Employment
Other requirements include:
- high school diploma, or equivalent;
- working knowledge of databases and computer software programs, ability to type with strong keyboard skills;
- knowledge of Word, Microsoft Office 365 Applications, and Adobe Acrobat;
- ability to read, write, and communicate effectively with good knowledge of spelling, punctuation, and grammatical usage;
- experience working in a court, legal, or law enforcement office preferred, but not required;
- ability to deal with a variety of people tactfully and courteously, both in person and on the phone;
- strong organizational skills and attention to detail;
- strong ability to maintain strict confidentiality;
- ability to work in fast paced environment; and
- ability to be self-motivated and flexible.
Qualifications
The successful candidate will have at least two years' progressively responsible clerical or administrative experience which indicates an understanding of the knowledge and skills necessary to perform the duties of this position.
Education
High school diploma, or equivalent.
How You Will Be Evaluated
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.
Required Documents
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.
How to Apply
Qualified applicants must submit cover letter, resume, and completed AO 78 Application for Judicial Branch Federal Employment in one combined PDF format via e-mail to: HR_Pretrial@flmpt.uscourts.gov by Noon on Friday, May 10, 2024. Application package must be emailed with vacancy number 24-FLMPT-05 in the subject line. Submit all required documents in one combined PDF document and arrange in the order indicated below:
- Cover Letter;
- Resume; and
- AO 78 Application for Judicial Branch Federal Employment. Download application at: https://www.uscourts.gov/forms/human-resources-forms/application-judicial-branch-federal-employment.
Incomplete application packages will not be considered.
Applicants may be required to participate in testing that assesses knowledge, written and verbal skills, and computer ability. By statute, employees must be U.S. Citizens or eligible to work in the United States. This position is subject to mandatory, electronic fund transfer (direct deposit) for payment of net pay under the Federal Financial Management Reform Act.
Next steps
The best qualified applicants will be invited for an interview at their own expense, and, if selected, relocation expenses will not be provided. Applicants selected for interviews must travel at their own expense. Applicants selected for interviews may be tested. Positions within the U. S. Pretrial Services Office are designated as workplace drug testing positions and applicants considered for a position will be subject to pre- employment drug testing.
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