Summary
The Special Assistant to the Clerk position is located in the Office of the Clerk of Court for the United States District and Bankruptcy Courts for the District of Columbia and reports to the Clerk of Court.
Clarification from the agency
This job is open until filled.
Duties
The Special Assistant to the Clerk provides administrative services essential to the direction and efficient operation of the Office of the Clerk of Court. The employee performs and coordinates administrative, technical, and professional work related to multiple administrative functions including ensuring compliance with appropriate guidelines, policies, and approved internal controls.
Responsibilities
- Compose executive correspondence, memoranda, legal documents, and other materials for the Clerk of Court's review and/or signature. Prepare, proofread, and edit materials prepared for others for signature for accuracy, proper grammar, and spelling.
- Arrange for travel and lodging for the Clerk of Court and prepare travel authorizations and travel vouchers in accordance with judiciary and local policies and regulations.
- Coordinate conferences and meetings. Assist in the preparation of materials in support of the Court's committees. Assist with special projects. Prepare agenda and/or minutes for court meetings. Assist in maintaining and updating the office website.
- Serve as a liaison with judges' chambers, divisions of the Clerk's Office, other court units, the public, and the Administrative Office. Manage and oversee the preparation of reports provided to judges and the Clerk of Court on periodic statistical analyses and inform them of new procedures affecting the Court.
- Write, edit, and revise policies, procedures, guides, manuals, local rules, and other documents in support of administrative and operational areas of the court, and for use by court staff, the bar, and the public.
- Establish and maintain subject matter files. Maintain office reference materials, such as administrative manuals, bulletins, memoranda, etc., and file supplemental issuances of same. Receive, prioritize, and route all incoming administrative and case-related materials from within the Court to appropriate individuals.
- Receive, screen, and refer telephone calls and personal visitors. Answer general inquiries and provide assistance to the public.
- Collect, review, and analyze information and data related to court operations, special projects, and activities. Prepare a variety of legal and administrative reports based on historical and current data, including statistics on court operations.
- Ensure accuracy and completeness of data, quality of service, and compliance with internal controls, government requirements, regulations, and policies.
- Manage the compilation and production of the Annual Report of the Clerk's Office.
- Gather and analyze data for management's use and make recommendations that will improve the workflow and simplify office procedures. Develop and maintain administrative and legal reports, plans, and other documents for internal and external use.
- Perform other duties as assigned.
Conditions of Employment
United States citizenship is required for consideration for this position.
Employees are required to adhere to the Code of Conduct for Judicial Employees.
Employees of the United States District and Bankruptcy Courts for the District of Columbia are excepted service appointments. Excepted service appointments are "At-Will" and can be terminated with or without cause by the court.
Employees are required to use the Electronic Funds Transfer (EFT) for payroll deposit.
Final candidates will undergo a background check.
Selection will be made consistent with the provisions of the Equal Employment Opportunity Plan adopted by the United States District and Bankruptcy Courts for the District of Columbia.
Qualifications
Required Specialized Experience:
To qualify for the CL-28: The candidate must also possess a minimum of two years of specialized experience.
Specialized experience is defined as progressively responsible clerical or administrative experience that is in, or closely related to, the work of the position and which has demonstrated the particular knowledge, skills, and abilities to successfully perform the duties of the position and involves the routine use of software for word processing, data entry, and report generation.
The successful candidate must possess the following knowledge, skills, and abilities: Proficient in the use of Microsoft Word, Excel, and PowerPoint. Skill and ability to manage an executive office in a professional environment. Ability to exercise mature judgment. Excellent written and oral communication, including the writing, editing, and proofreading of documents for spelling, grammar, style, abbreviations, and correct legal citation formats. Thorough knowledge of using executive office procedures and equipment. Familiarization with virtual platforms (Zoom, Teams, etc.). Ability to learn Court rules and policies. Ability to multitask. Skill in administrative matters (file maintenance, record keeping, and preparation of presentation material). The ability to maintain confidentiality and interact tactfully with a wide variety of people is critical.
Education
The successful candidate must possess a bachelor's degree from an accredited college or university in a field closely related to the subject matter of the position.
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.
Qualified individuals must submit the following:
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.
Applications may be mailed or hand delivered to:
United States District and Bankruptcy Courts
Attn: Human Resources (2023-13)
333 Constitution Avenue, NW, Room 2718
Washington, DC 20001
Or via e-mail to: DCD_HumanResources@dcd.uscourts.gov
Next steps
Failure to submit a complete and signed cover letter, AO-78, and resume will result in immediate disqualification. Description of Work section of the AO-78 must be completed to include salary information. Indicating "see resume" is not acceptable. Incomplete and/or unsigned applications will not be considered, returned or retained. Only applicants selected for an interview will be contacted and must travel at their own expense. One application per candidate will be accepted for this announcement.
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