This position is located in the Department of Program Services (DPS), Court Services Office (CSO), Business Support Division. The CSO is responsible for the management of resources, programs, and services related to court administration and case management. The Business Support Division manages budget, financial, procurement, human resources, communications, training, analytical, and administrative activities for CSO.

Duties

This position will report to the Division Chief, Business Support Division, Court Services Office (CSO), Department of Program Services (DPS). The CSO is seeking a self-motivated professional Staff Assistant to provide administrative and clerical support to an individual or group. The incumbent will provide specialized administrative and technical support work for the entire office such as correspondence and documentation preparation, coordination, and tracking; scheduling, coordinating logistics, and setup of meetings; travel planning and voucher processing; maintaining various office-wide calendars in an electronic format; time keeping functions; and performing reception duties. The incumbent may also provide administrative assistance to the office chief through means of travel coordination and calendar maintenance. The ideal candidate must have experience working with and using the various software applications utilized in an Office 365 environment (e.g., Microsoft Word, Excel, Power Point, and Share Point) to compile correspondences, reports, tables, charts, and graphs, as well as presentation materials. The duties of this position include, but are not limited to: Planning all logistics for committee, advisory council, working or ad/hoc group meetings, and related virtual or in-person events; adding entries to the shared office calendar, and internal and external calendars; serving as a member of planning committees and communicate various aspects of meeting coordination; and creating Microsoft Teams invitations to manage virtual events. Providing on-site logistical support for efficient and effective meetings, including the setup of meeting rooms; arranging for audio visual and other technological support; and arranging for meals, requesting USMS security details, and performing meeting close-out activities. Coordinating with the Procurement Analyst; and analyzing and executing meeting requirements, considering available properties and locations pursuant to all applicable travel guidelines, procurement regulations, and per diem requirements. Serving as backup to the Procurement Analyst to track meeting spending, budget, and other resources related to meetings and events, and auditing for compliance with applicable regulations; maintaining office supplies inventory; placing and expediting orders for supplies; and verifying receipt of supplies. Preparing, proofreading, and editing correspondence, reports, meeting minutes and other written work product; monitoring and enforcing correspondence procedures for office record keeping purposes; and ensuring the confidentiality, ease of transmittal, and security of data. Serving as timekeeper or alternate timekeeper; managing mail distribution; and analyzing, designing, and implementing office-wide administrative procedures and policies. Preparing and maintaining documentation of business processes and standard operating procedures, to include organizing and maintaining electronic files using SharePoint Online. Receiving and screening telephone calls and greets visitors; and handling procedural matters and inquiries or refers callers to others as appropriate. Providing calendaring service to include maintaining the CSO office calendar; and serving as approval authority for conference room scheduling requests. Working as a member of the administrative team to support assigned division(s); providing back up support to other divisions; and performing special projects/tasks.

Requirements

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: Knowledge of meeting planning, preparation, coordination techniques, and guidance on travel policy; Coordinating office financial and property management operations; Knowledge of the proper correspondence formatting, routing, and control procedures to properly produce finished correspondence, obtain clearances, and record production; Ability to assemble, compose, coordinate, and track information for routine reports inquires and related correspondence; and Experience utilizing SharePoint Online and MS Office Suites (e.g., Word, Excel, and PowerPoint) and technical software.

Education

This position does not require education to qualify.

Contacts

• Address Department of Program Services One Columbus Circle, NE Washington, DC 20544 US
• Name: Nida Khan
• Phone: 202-502-3800
• Email: [email protected]