$52,145– 84,732 (CL 25)*

San Francisco, California

Are you interested in a position that supports the federal judiciary's mission of ensuring equal justice under the law? Come join our talented and diverse team at the Office of the Circuit Executive!

ABOUT THE OFFICE

The Office of the Circuit Executive (OCE) serves the Ninth Judicial Circuit of United States.  It is the largest federal circuit in the country, comprising nine western states and two territories.  The Office serves the Court of Appeals as well as the District Courts, Bankruptcy Courts, Probation and Pretrial Offices, and Federal Public Defenders.

The OCE was created by statute to provide professional administrative staffing to circuit councils, which are composed primarily of judges engaged full-time in deciding cases.  The OCE provides administrative support to the Judicial Council of the Ninth Circuit and its various committees.  It also provides direct services to all the judicial court units in the Circuit.  All OCE responsibilities flow from directives of the Judicial Council or the Chief Judge of the Ninth Circuit.  The OCE is organized around the Council's core functions.

The OCE is committed to providing professional support to the Judicial Council and courts of the Ninth Circuit and ensuring the highest level of public trust in the administration of justice. This support includes identifying needs, conducting studies, proactively developing and implementing innovative policies, providing training, public information and human resources support, coordinating building and IT projects, and advising the Council on procedural and ethical matters.

We aspire to create an environment of mutual respect and collaboration, and to cultivate a culture of acceptance and connectedness that honors the diverse backgrounds of the people who live in the Ninth Circuit.

ABOUT THE ROLE

The Administrative Assistant performs administrative support services for the Assistant Circuit Executive of Operations, Policy, and Legal Affairs unit.  The incumbent ensures the efficient management of resources, events, meetings, correspondence, reports,  and analyzes problems and develops solutions.

The primary focus of the job is to perform a variety of administrative and technical activities, ensuring strict accuracy and adherence to applicable policies, regulations, and protocols. The Administrative Assistant contributes to the mission of the office by providing quality service in a professional, courteous, and efficient manner. 

REPRESENTATIVE DUTIES

• Serves as the administrative assistant to the Assistant Circuit Executive and provides other assistance to unit staff.
• Prepare executive correspondence, legal documents, and other materials, from templates or samples, or own notes, for review and signature.  Edit materials prepared by others for accuracy, proper grammar, and spelling.   
• Create and manage file plan.
• Manage the unit calendar.
• Assist staff: in the preparation of agendas, acting as backup secretary for meetings by preparing materials, taking and distributing minutes of proceedings.  
• Disseminate communications to appropriate managers, executives, and peers and follow up on action items to ensure a comprehensive and coordinated response.  
• Arrange travel and prepare travel vouchers for unit staff in accordance with policies and regulations.  Audit and review travel vouchers. 
• Develop standard office administrative procedures and provide guidance to other administrative support and staff within the unit.
• Perform other administrative duties, as assigned.

REQUIRED QUALIFICATIONS

• An Associates or Bachelor's degree with 2+ years of experience; or 5+ years working in a legal setting.
• Knowledge of administrative practices, methods, and techniques in a legal environment. 
• Adept at managing an executive office in a professional atmosphere. 
• Superior proofreading documents for spelling, grammar, punctuation, style, abbreviations, and correct legal citation formats. 
• Strong administrative organizational skills such as hard and electronic file maintenance, record-keeping, reporting, and preparation of presentation materials. 
• Solving administrative problems and recommending alternatives and solutions. 
• Skill in assisting with planning, organizing, and handling logistical arrangements for meetings, conferences, and events. 
• Advanced application knowledge of the Microsoft Office suite and Zoom.
• Excellent skills in interpersonal communications, including the ability to use tact and diplomacy in dealing effectively with all levels of managers, staff, judges, and internal and external customers.
• Ability to maintain strict confidentiality.

PREFERRED QUALIFICATIONS

• Some paralegal experience desired.
• A strong preference will be given to the candidate who can leverage technology to work efficiently and effectively. 
• Knowledge of SharePoint, Excel, OneNote, and PowerPoint desired.

TOTAL REWARDS AND WORK-LIFE BALANCE

Salary: $52,145 – $84,732 (CL 25), depending on qualifications and experience.

Time off: 13 days of paid vacation for the first three years, increasing with tenure thereafter, 13 sick days accrued per year, 11 paid holidays.

Benefits: Employer subsidized health and life insurance plans. Dental, vision, flexible spending account, and long-term care plans available. Employer sponsored pension plan and supplemental retirement contribution plans with employer match.

Other Perks: Telework opportunities; eligibility for Public Service Loan Forgiveness Program; public transit subsidy; alternate work schedules; reasonable work hours; on-site gym and café.

HOW TO APPLY

Please submit A SINGLE PDF through the Career Portal that includes: 1) a cover letter directly addressing this position, and specifically discussing your use of SharePoint and Office 365 and 2) an up-to-date resume.  Only applications with a cover letter and resume will be considered.

NEXT STEPS

• PRIORITY GIVEN TO APPLICATIONS RECEIVED BY JULY 30, 2021.

• Tentative interview dates: August 2-13, 2021. [Video conference interviews available]

• Position open until filled.

CONDITIONS OF EMPLOYMENT

Must be a U.S. citizen or permanent resident in the process of applying for citizenship. Successful applicants are provisionally hired pending results of background investigation and fingerprinting. Positions with the U.S. Courts are at-will, excepted service appointments, and may be terminated with or without cause by the Court. Employees are required to adhere to the Code of Conduct for Judicial Employees. Direct deposit of pay required.

The Court reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, for any reason including, but not limited to, budgetary issues. Said modifications may occur without prior written or other notice.

EQUITY FOCUSED EMPLOYER

We value diversity and are committed to equity and inclusion in our workplace. The OCE encourages applications from all qualified individuals and seeks a diverse pool of applicants in terms of race, ethnicity, national origin, sex, gender identity and expression, sexual orientation, age, languages spoken, veteran's status, disability, religion, and socio-economic circumstance.