Administrative Support Specialist

3 days ago


Phoenix, Arizona, United States U.S. District Court, District of Arizona Full time
Job Summary

The U.S. District Court, District of Arizona is seeking a highly organized and detail-oriented Administrative Assistant to provide clerical and administrative support services for the District Court Executive/Clerk of Court and the Chief Deputy Clerk in the Phoenix Divisional Office.

Key Responsibilities
  • Coordinate conferences and meetings, including arranging for meeting space, transportation, meals, and security.
  • Prepare frequent confidential or highly complex communication for the DCE/Clerk of Court.
  • Maintain the DCE/Clerk of Court's calendar, arrange meetings or other events, and notify participants and coordinate logistics.
  • Arrange travel and lodging and prepare travel payment vouchers in accordance with existing policies and regulations.
  • Coordinate judicial investiture ceremonies and other official events in the Phoenix division.
  • Coordinate all visiting judge activities, including scheduling, courtroom assignment, and other related tasks.
  • Receive, screen, and refer telephone calls and personal visitors, and receive, screen, and route mail to appropriate persons or offices.
  • Answer routine inquiries while aiding the public and maintaining the confidentiality of sensitive matters.
  • Respond to inquiries from judges and their staff, other court support units, other courts, members of the bar, and the media.
  • Prepare documents, correspondence, and reports, and assist with administrative functions of the office.
  • Maintain and update the Clerk's Office website.
  • Update the Phoenix division's Occupant Emergency Plan (OEP) and Continuity of Operations Plan (COOP).
  • Develop standard office procedures.
  • Work closely with all court unit executives in the District of Arizona.
  • Coordinate all general activities in the immediate office, and serve as liaison to the General Service Administration building manager's office for physical needs of the office.
  • Coordinate court reporter and interpreter scheduling and assignments as necessary.
  • Communicate daily with the judges of this Court.
  • Participate in special projects related to administrative service functions.
Requirements
  • High school graduate or equivalent.
  • Two years of general experience.
  • At least one year of specialized experience at the CL 25 or equivalent.
Preferred Qualifications
  • Bachelor's degree.
  • 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.


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