Executive Assistant - Probation and Pretrial Services Office

Job Details for Executive Assistant
- Probation and Pretrial Services Office

Court Name/Organization California Central District Court

Overview of the Position The U.S. District Court and the Probation and Pretrial Services Office is recruiting for an exceptional individual for our Executive Assistant position. This position is responsible for performing a variety of administrative, technical, and secretarial support services for members of the court unit’s executive management team. The duties involve a wide range of responsibilities and areas, including managing, monitoring and facilitating timely communication with other agencies, including but not limited to Judges and their Courtroom Deputies, Probation and Pretrial Services Officers, U.S. Attorney’s Office, the Federal Public Defender’s Office, private attorneys and other agencies or individuals involved in the administration of criminal justice.

The position is also responsible for maintaining courtroom calendars between judges and Probation to ensure adherence to courtroom proceedings. The job entails a high level of knowledge and complexity regarding court operations and court-required documentation.

The Central District of California serves seven counties and has 28 authorized district judge ships, 11 senior judges, and 23 magistrate judges. The Probation and Pretrial Services Office consists of more than 280 employees spread among 11 office locations. Staff includes probation and pretrial services officers and clerical support positions. The workload in the district entails supervision of over 10,000 defendants, probationers, parolees, and persons on supervised release and the preparation of approximately 3,000 presentence investigations annually.

Responsibilities include, but are not limited to, the following:

• Develop and maintain various logs, tracking forms, spreadsheets, electronic files, and databases (i.e. Act, Sentry and Pacer) for the purpose of tracking statistics and data; prepare statistical tables and reports at the request of the Executive Management Team (EMT).
• Gather and analyze data for management studies to improve workflow, operating methods and to simplify processing procedures; write reports and make recommendations based on the findings of the studies to support executive decision-making.
  
  Generate standard reports from databases and computerized systems.
• Receives, screens and refers telephone calls and personal visitors. Answers inquiries and provides assistance to the public, maintaining the confidentiality of sensitive matters. At the direction of the EMT, disseminates pertinent information through electronic communication.
• Coordinate EMT meetings, training conferences, and district-wide events, including preparing agendas, briefing materials, taking and distributing minutes of proceedings and follow-up action items.
• Maintains and/or coordinates EMT’s calendar.
  
  Arrange meetings and other events, including notification to participants and logistical coordination. Works with procurement personnel to arrange for the most economical travel and lodging for participants.
  
  Maintains calendars for district events, mandatory training, committee meetings, and organizational initiatives.
• Arrange travel, conference registrations, and prepare travel vouchers to the Chief U.S Probation Officer and EMT to ensure adherence to established policies and procedures.
• Maintains confidential personnel, budgetary, operational, and judicial information, exercising a high degree of discretion and ensuring compliance with Judiciary policies.
• Prepare correspondence, memoranda, reports, speeches, presentations, and other official documents.
  
  Maintain detailed correspondence control records.
  
  Prepare, proofread and edit materials for the executive…