Office Administration Specialist

2 weeks ago

Albuquerque, New Mexico, United States U.S. Courts Full time
Position Overview

The Office Administration Specialist is responsible for reviewing, revising, and updating existing policies, guidelines, and manuals to ensure adherence to relevant standards and internal controls across all administrative operations. This role provides essential support to the Budget Analyst, processes financial transactions, manages travel arrangements, and oversees various levels of contracting officers.

Eligibility
  • This position is open to the public, specifically U.S. Citizens and Nationals.
Agency Note

This announcement remains open until filled.

Key Responsibilities

PRIMARY DUTIES:
  • Drafts, evaluates, and amends manuals, policies, procedures, forms, and related documentation as necessary.
  • Handles and monitors monthly contractor payments; conducts necessary training and maintains annual records.
  • Administers delegations in accordance with new appointments or transfers.
  • Provides confidential administrative support and analytical assistance to the Executive Management Team, encompassing data collection, analysis, and various written projects.
  • Coordinates travel for the District, preparing vouchers, tracking travel expenses, and generating bi-annual Travel Summary Reports, along with quarterly reports for the Budget Analyst.
  • Develops and implements a comprehensive compliance program for internal controls, regularly reviewing and updating policies to ensure compliance with legal and regulatory requirements.
  • Supervises Contracting Officer Levels I, II, and III, ensuring training is current and records are updated.
  • Works autonomously as well as collaboratively, engaging with relevant personnel to acquire necessary information for effective outcomes.
  • Serves as a backup for the Budget Analyst.
  • Performs additional duties as assigned.
Qualifications

Conditions of Employment
  • Applicants must be U.S. citizens or authorized to work in the United States.
  • Applicants must successfully complete an NCIC check, background investigation, and financial and fingerprint checks.
  • Applicants must not engage in illegal drug use or abuse alcohol or prescription medications.
  • Applicants must be willing to travel for work assignments as necessary.
  • Applicants must maintain confidentiality, demonstrate a strong work ethic, possess excellent multitasking abilities, and exhibit strong interpersonal and communication skills.
  • Employees are expected to adhere to a Code of Ethics and Conduct.
Required Experience

Essential:

A high school diploma or equivalent, along with one year of specialized experience in clerical or administrative roles that provided knowledge of policies, procedures, audits, and internal controls, including the use of automated financial systems and applications.

Education beyond high school may substitute for experience on a year-for-year basis.

The ideal candidate will:

Exhibit strong multitasking capabilities, possess excellent verbal and written communication skills, be a collaborative team member, and demonstrate flexibility in a dynamic environment while maintaining confidentiality and a strong work ethic.

Only the most qualified candidates will be contacted for further evaluation.

Financial and background check results must be favorable, with a good financial standing free of late payments or collections.

Education

High School Diploma or Equivalent.

Additional Information
  • The U.S. Courts is committed to diversity and inclusion within its workforce.
  • The agency reserves the right to modify or withdraw this job announcement without prior notice.
  • Due to the high volume of applications, only those selected for further consideration will be contacted.
  • Travel and relocation expenses will not be reimbursed.
  • Benefits

    Review our benefits.
Evaluation Process

Applicants will be assessed based on their qualifications and experience as outlined above.

To be considered, applicants must submit a complete application packet, including a letter of interest, chronological resume, and relevant application forms.

Required Documents

Applicants must provide a letter of interest, resume, and any necessary documentation to verify qualifications.

Application Instructions

Qualified applicants must submit a complete application packet, which includes:
  • Letter of Interest.
  • Chronological Resume.
  • Copy of Diploma or GED.
Incomplete applications will not be considered.

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