Administrative Assistant

Salary: $55,182.00 - $66,102.00 Annually

Location : Phoenix, AZ

Job Type: Full-Time

Job Number: 25-05

Department: Clerk's Office

Division: Phoenix Division

Opening Date: 10/15/2024

Introduction and Representative Duties The recruitment is open until filled, with preference given to applications received by November 5, 2024.


The Administrative Assistant position is located in the District Clerk's Office.
The Administrative Assistant performs clerical and administrative support services for the District Court Executive/Clerk of Court and the Chief Deputy Clerk in the Phoenix Divisional Office.


REPRESENTATIVE 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.
Occupational Information 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.


PREFERRED QUALIFICATIONS

Preference given to applicants with a bachelor's degree.
A successful applicant should be highly organized and possess good judgment, initiative, and maintain a professional appearance and demeanor.
Time management skills, accuracy, and attention to detail are exceptionally important.
Must be able to balance the demands of varying workload responsibilities and deadlines.


Familiarity with Adobe and Microsoft Office Suite such as Word and Excel.
Familiarity with Microsoft Outlook is helpful.
How to Apply

Applicants must submit the following: 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.
Go to our web site: careers/azduscourts to submit an online application, including the items listed above.


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.

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.


Judicial employees are entitled to standard federal benefits, such as paid vacation and sick leave, 11 paid holidays, and retirement benefits to include a defined benefit program (4.4% of gross pay; 4.9% of gross pay for LEO-Law Enforcement Officers) and a 401(k) styled program known as the Thrift Savings Plan (TSP), which provides an immediate government match of up to 5%.


Optional benefits include health and life insurance, dental and vision insurance, and a Flexible Benefits Program offering medical and dependent care reimbursement.


01

How would you rate your proficiency in Microsoft Office Word and Excel (i.e., beginner, intermediate, or advanced)?


02

Please describe your experience in coordinating travel arrangements for others.


03

Please provide an example of a situation where you had to act as a liaison between different parties, ensuring effective communication and coordination.


04

How do you manage an executive's calendar with competing appointments and deadlines?


Required Question