Job opening: Administrative Specialist
Salary: $78 592 - 149 477 per year
Published at: Jan 03 2024
Employment Type: Full-time
This position is located in the Department of Program Services (DPS), Associate Director's Office. DPS provides a broad range of services supporting the mission of the Administrative Office (AO),to include support for judges and chambers staff, court unit executives, and court programs, andthe critical supporting functions assigned to each of these programs, systems, and service areas.
The DPS AD serves as a senior AO executive providing leadership and vision for DPS. DPS provides support and a broad range of services to the federal judiciary, including judges, clerk's offices, and probation and pretrial services offices. DPS also provides data analysis for the judiciary and develops, implements, and maintains critical case management systems used by the courts.
The incumbent would provide a wide range of administrative and operational support to the AD, the Chief of Staff (COS), and the AD office team. The incumbent will be expected to move quickly with the changing environment, manage multiple priorities, and be committed to ongoing learning. The incumbent will be expected to continually acquire the new knowledge and skills needed to strategically support the office's processes, projects, programs, events, and initiatives. The ideal candidate should have a proven track record for producing detailed and accurate work products and must possess strong interpersonal, organizational, and communication skills. Also, the candidate must be able to work independently with minimal supervision and guidance, as well as collaboratively in a team setting.
The duties of the position include, but are not limited to:
Providing a full range of high-level, confidential, administrative, and executive support to the AD, COS, and staff of the AD's Office.
Tracking and processing confidential and executive correspondence, documents, reports, and other materials submitted to the AD for review and approval. This includes reviewing correspondence, documents, and reports, including the work product of other DPS administrative staff, to ensure that final documents are accurate and acceptable per AO guidelines.
Managing the calendar of the AD, including scheduling and rescheduling meetings, managing the AD's nonmeeting time and activities, preparing and compiling meeting materials, and developing and maintaining long-term calendar planning.
Monitoring incoming mail, email, and phone calls, and routing inquiries to the appropriate persons or AO offices for further action.
Serving as a liaison between the AD and other AO executives and staff and assisting the AD in further building relationships with judges and court unit executives by promoting communication and information sharing while safeguarding confidentiality and exercising discretion.
Coordinating the development and update of AD and COS talking points, briefing notes, and other materials for their presentations at meetings and conferences.
Making travel arrangements for the AD, COS, and AD Office staff travel, including developing detailed travel itineraries, compiling materials for travel-related meetings, and completing travel authorizations and expense reports.
Developing, in coordination with the AD Office team and others, office protocols and procedures and developing and maintaining an AD Office procedures manual.
Maintaining the office purchase card and Central Billing Account purchase card while adhering to the appropriate record keeping practices for accounting purposes for all obligations, requisitions, reconciliations, purchases, and payments. Reviewing and processing monthly invoices.
Developing and maintaining financial tracking mechanisms to track spending, obligations, services requested, expenses, etc.
Providing the planning and all logistics for meetings, training, and other events sponsored by the AD's Office.
Developing and maintaining information for the DPS SharePoint online site.
Monitoring, maintaining, and ordering all AD Office furniture, equipment, and supplies, and serving as the AD's Office move coordinator.
Performing other duties as assigned.
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 is demonstrated experience providing direct support to an executive-level manager or senior partner within a legal environment. and strong understanding of technology systems and software specific to the needs of an executive level manager.
This position does not require education to qualify. However, an associate or bachelor's degree is highly desired.
- Address Department of Program Services
One Columbus Circle, NE
Washington, DC 20544
- Name: Nida Khan
- Phone: 202-502-3800
- Email: [email protected]