Administrative Assistant

Administrative Assistant

The Administrative Assistant position is located in the Phoenix Divisional Office in the U.S. Probation and Pretrial Services Office for the District of Arizona. The Administrative Assistant performs clerical and administrative support services for the Chief U.S. Probation Officer and other members of the executive management team. The Administrative Assistant will report directly to the Chief U.S. Probation Officer.

Responsibilities:

• Assists with planning, organizing, and executing all aspects of meetings, conferences, and other events hosted by the probation and pretrial service office, including space reservations, agendas, event setup, AV arrangements, procurement and other logistics.
• Creates minutes for meetings.
• Independently and accurately prepares correspondence, presentations, spreadsheets, reports, forms, mailings or other documents ensuring completion in a timely manner.
• Starts presentations/reports from conceptual ideas or existing materials for executive review.
• Arranges travel itineraries and necessary accommodations for Chief U.S. Probation Officer and other members of the executive management team, including airfare, lodging, registration, and related events and activities.
• Acts as a delegate to obligate funds and process reimbursements for Chief U.S. Probation Officer and other members of the executive management team.
• Maintains calendar for Chief U.S. Probation Officer using discretion in scheduling to maintain a reasonably smooth flowing calendar. Coordinates schedule changes as needed.
• Oversees the maintenance the U.S. Probation and Pretrial Services Office internal and external websites, including content management and quality assurance.
• Works with Human Resources to arrange all aspects of hiring and promotions including edits to announcements, coordination of panels, scheduling interview availability dates, arranging collection of supervisor feedback forms and completion of scoring sheets for interviews.
• Oversees annual law enforcement officer badge and credential sighting processes.
• Citibank management and processing Citibank payments for executive approval.
• Develops standard office procedures and policy.
• Works closely with all court unit executives and the Probation and Pretrial Services Executive Management Team in the District of Arizona.
• Participates in special projects as needed.
• Manages all parking and office assignments for the Probation and Pretrial Services Office.
• Performs other duties as assigned.

Requirements:

Conditions of Employment:
You must be a U.S. Citizen to qualify for this position. Background investigation Pre-employment drug test.

Qualifications:

MINIMUM QUALIFICATIONS:

Applicants must be a high school graduate or equivalent and possess two years of general experience. Applicants must also possess at least one year of specialized experience at the CL 25 or equivalent.

PREFERRED QUALIFICATIONS:

A successful applicant should be 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. Preference will be given to those applicants with experience as an executive assistant.

Education:

High school diploma or equivalent.

Additional Information:
Excepted Service – this job is being filled by an alternative hiring process and is not in the competitive civil service. The initial appointment to this position is provisional pending the successful completion of the required background checks and/or investigations. The U.S. Probation and Pretrial Services Office, District of Arizona is an Equal Opportunity Employer.