Clarification from the agency

Open until filled; preference given to applications received by Friday, July 14, 2023.

The Administrative Specialist acts as an office administrator in the El Dorado division providing general office support. The Administrative Specialist also provides a variety of administrative and technical assistance for the district in a wide range of areas including administrative services, internal controls, jury, property management, project management, etc.

SUMMARY OF DUTIES

• Perform office reception duties, including answering telephones and greeting visitors. Answer routine questions and direct callers or visitors to appropriate department or person.
• Receive, screen, and route incoming and outgoing mail to appropriate persons or offices.
• Prepare, proofread, and edit materials for accuracy, proper grammar, and spelling.
• Coordinate all general activities in the immediate office, including arranging for equipment maintenance and requesting supplies. Receive deliveries and provide invoices and packing slips to Finance.
• Check-in jurors, conduct juror orientation, and assist jurors with their logistical needs.
• Act as the court expert on internal controls requirements.
• Independently, or leading a team, conduct and document internal control audits to assess operational efficiency and compliance with regulations; identify potential weaknesses and recommend improvements; monitor corrective action of any deficiencies identified in internal control and cyclical audits.
• Maintain the court's Internal Control Manual.
• Assist with coordinating conferences, trainings, meetings, etc.
• Serve as a project manager for a wide variety of projects, activities, and special initiatives for the court. Responsible for developing project estimates, facilitating project status meetings, researching, coordinating, monitoring, scheduling, etc.
• Act as the court's disposal officer for furniture and equipment.
• Provide backup assistance to other administrative areas as needed.
• Perform other duties as assigned.

Conditions of employment

Applicants must be a U.S. citizen or be eligible to work in the United States. The applicant selected will be subject to an FBI fingerprint check and background investigation and will be subject to periodic updates. An individual may be hired provisionally pending successful completion of the necessary records checks. The position is subject to mandatory electronic fund transfer (direct deposit) for salary payment (bi-weekly). Employees of the United States District Court are appointed in the excepted service, are considered "At-Will" employees, and serve at the pleasure of the Court. Employees are required to adhere to the Code of Conduct for Judicial Employees, which can be found at https://www.uscourts.gov/.

Qualifications

MINIMUM QUALIFICATIONS

• High school graduate with two years of progressively responsible administrative and project management experience.
• Excellent communication and interpersonal skills, both oral and written.
• Possess the ability to initiate, manage, prioritize, and follow through on multiple high impact projects and priorities within strict deadlines in a fast-paced environment.
• Self-starter with demonstrated analytical and problem-solving skills and ability to exercise sound judgment.
• Must possess outstanding attention to detail and accuracy.
• Be innovative and creative and contribute to a positive work environment.
• Candidates must be highly organized, possess tact, good judgement, a strong work ethic, and always maintain a professional appearance and demeanor.
• Ability to interact effectively with others, providing customer service and resolving difficulties while complying with regulations, rules, and procedures.
• The successful candidate must be a team player and exhibit the highest standards of excellence and integrity, and display always and to all persons, a courteous, professional, and cooperative attitude.
• Requires solid skills using Microsoft Excel, Microsoft Word, and Adobe Acrobat.

• A bachelor's degree in a related field from an accredited college or university is preferred.
• Possess at least three years of progressively responsible administrative experience.
• Possess at least three years of experience in project management, research, and analysis and leading project teams.

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.