Administrative Specialist

Clarification from the agency

This vacancy announcement is open to current employees of the Administrative Office of the U.S. Courts (AO).

The Administrative Office of the U.S. Courts (AO), Office of AO Human Resources (AOHR), is seeking an experienced and highly organized Administrative Specialist to join its team.

The Administrative Specialist provides a wide range of support functions throughout AOHR and the AO. In this role, the incumbent will provide confidential, administrative, operational, and executive support to the AOHR Officer, Deputy HR Officer, and staff in support of the AOHR mission. The incumbent is expected to move quickly to manage multiple priorities, and strategically support the office's processes, projects, programs, events, and initiatives. This position reports to the AOHR Officer.

The ideal candidate has a proven track record for producing detailed and accurate work products. The ideal candidate has excellent judgment and strong interpersonal, organizational, analytical, and communication skills, and has the ability to work independently and collaboratively in a team with colleagues and external stakeholders.

The duties of this position include, but are not limited to:

1. Providing a full range of high-level, confidential, administrative, and executive support to the AOHR Officer, Deputy Officer, and AOHR staff.
2. Tracking and processing confidential and executive correspondence, documents, reports, and other materials submitted to the AOHR Officer, including reviewing correspondence, documents, and reports to ensure final documents are accurate and acceptable per AO guidelines.
3. Managing AOHR's conference room reservations and scheduling.
4. Managing AOHR Officer's calendar, including scheduling and rescheduling meetings, managing non-meeting time and activities, preparing and compiling meeting materials, and developing and maintaining long-term calendar planning.
5. Monitoring incoming mail, email, and phone calls, and routing inquiries to the appropriate AOHR staff member or AO offices for further action.
6. Serving as a liaison between AOHR, AO executives, and staff, and assisting the office in further building relationships with organizations across the AO by promoting communication and information sharing while safeguarding confidentiality and exercising discretion.
7. Organizing and maintaining office files and electronic records, including establishing consistent folder structures and file-naming conventions, monitoring document currency, accessibility, and version control, and ensuring files are maintained in accordance with applicable records management requirements.
8. Coordinating the development and update of AOHR Officer and Deputy Officer talking points, briefing notes, and other materials for their presentations at meetings and conferences.
9. Making travel arrangements for the AOHR Officer and Deputy Officer, including developing detailed travel itineraries, compiling materials for travel related meetings, and completing travel authorizations and expense reports.
10. Developing, in coordination with AOHR's leadership team, office protocols and procedures and developing and maintaining an AOHR Office procedures manual.
11. Maintaining the office purchase card and central billing account purchase card; adhering to the appropriate record keeping practices for accounting purposes for obligations, requisitions, reconciliations, purchases, and payments; and reviewing and processing monthly invoices.
12. Developing and maintaining financial tracking mechanisms to track spending, obligations, services requested, and expenses.
13. Providing the planning and all logistics for meetings, training, and other events sponsored by AOHR.
14. Assisting in the development and maintenance of information for the AOHR SharePoint online site, AOWeb, and JNet.
15. Monitoring, maintaining, and ordering AOHR Office furniture, equipment, and supplies.
16. Serving as the AOHR's Office Move Coordinator and Emergency Preparedness Coordinator.
17. Coordinating requests for IT and building services for AOHR staff.
18. Greeting visitors, applicants, and guests entering AOHR suite; determining the nature and purpose of each visit; and directing or escorting individuals to the appropriate office, staff member, or meeting location.

Conditions of employment

CONDITIONS OF EMPLOYMENT

1. All information is subject to verification. Applicants are advised that false answers or omissions of information on application materials or inability to meet the following conditions may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed.
2. Selection for this position is contingent upon completion of OF-306, Declaration of Federal Employment during the pre-employment process and proof of U.S. citizenship for competitive status positions or conversion to a competitive status position with the AO. If non-citizens are considered for hire into a temporary or any other position with non-competitive status or when it is confirmed by the AO Human Resources Office there are no qualified U.S. citizens for a competitive status position (unless prohibited by a law or statue), non-citizens must provide proof of authorization to work in the U.S. and proof of entitlement to receive compensation. Additional information on the employment of non-citizens can be found at USAJOBS Help Center | Employment of non-citizens/. For a list of documents that may be used to provide proof of citizenship or authorization to work in the United States, please refer to Form I-9, Employment Eligibility Verification.
3. All new AO employees will be required to complete an FBI fingerprint-based national criminal database and records check and pass a public trust suitability check.
4. New employees to the AO will be required to successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights/responsibilities, visit https://www.e-verify.gov/.
5. All new AO employees are required to identify a financial institution for direct deposit of pay before appointment.
6. You will be required to serve a trial period if selected for a first-time appointment to the Federal government, transferring from another Federal agency, or serving as a first-time supervisor. Failure to successfully complete the trial period may result in termination of employment.
7. If appointed to a temporary position, management may have the discretion of converting the position to permanent depending upon funding and staffing allocation.

Qualifications

Applicants must have demonstrated experience as listed below. This requirement is according to the AO Classification, Compensation, and Recruitment Systems which include interpretive guidance and reference to the OPM Operating Manual for Qualification Standards for General Schedule Positions.

Specialized Experience: Applicants must have at least one full year (52 weeks) of specialized experience which is in or directly related to the line of work of this position. Specialized experience must demonstrate experience in ALL areas defined below:

• Providing direct, comprehensive, administrative, and executive-level support and using technology systems and software.
• Reviewing, evaluating, and managing confidential correspondence, reports, briefing materials, and other documents, including tracking and processing to ensure accuracy, completeness, and compliance with standards and guidelines.
• Developing and maintaining office files, electronic records, protocols and procedures, including maintaining an office procedures manual.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

We will review your resume and supporting documentation and compare this information to your responses on the occupational questionnaire to determine if you meet the minimum qualifications for this job. If you meet the minimum qualifications for this job, we will evaluate your application package, to assess the quality, depth, and complexity of your accomplishments, experience, and education as they relate to the requirements listed in this vacancy announcement.

You should be aware that your ratings are subject to evaluation and verification. If a determination is made that you have rated yourself higher than is supported by your resume and/or narrative responses, you will be assigned a rating commensurate to your described experience. Failure to submit the mandatory narrative responses will result in not receiving full consideration and/or rating credit. Deliberate attempts to falsify information may be grounds for not selecting you, withdrawing an offer of employment, or dismissal after being employed.

For this job announcement the following documents and/or information are required:

• Resume - Any written format you choose to describe your job-related qualifications.
• Citizenship - Include country of citizenship on resume.
• Notification of Personnel Action (SF-50) - All applicants outside of the AO must submit a copy of your latest SF-50 to verify current or former Federal employment status.
• Veterans Preference documentation - Certificate of Release or Discharge from Active Duty (DD Form 214), if applicable Application for 10-Point Veteran Preference (SF-15) and an official statement, dated 1991 or later, from the Department of Veterans Affairs or from a branch of the Armed Forces, certifying to the veteran's present receipt of compensation.

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