Job Details for Administrative Assistant
| Court Name/Organization: | Florida Middle Pretrial Services |
| Overview of the Position: | The U.S. Pretrial Services Office for the Middle District of Florida is currently accepting applications for the position of Administrative Assistant. This position will be located in the Jacksonville division and will provide administrative support to the pretrial services officers and general office support for the operational functions of the office. The Middle District of Florida consists of five divisions: Fort Myers, Jacksonville, Ocala, Orlando, and Tampa. This position will be under the direct supervision of a supervisory pretrial services officer. The person selected for this position will undergo a background investigation and will be fingerprinted. By statute, incumbent must be a U.S. citizen or a permanent resident seeking citizenship. |
| Location: | Jacksonville, FL |
| Opening and Closing Dates: | 04/11/2024 - 05/10/2024 |
| Appointment Type: | Permanent |
| Classification Level/Grade: | CL 23 |
| Salary: | $39,212 - $63,744 |
| Link to Court Careers Information: | http://www.uscourts.gov/careers |
| Announcement Number: | 24-FLMPT-05 |
Position Description
- Serves as receptionist by answering phones and greeting clients. Answers routine questions and refers persons to officers or appropriate agency based on knowledge of officers’ activities and office’s operations. Serves as liaison to various government agencies.
- Responsible for organizing and preparing case files in accordance with established case management procedures. Initiates and enters statistical information in the Probation and Pretrial Automated Case Tracking System (PACTS) and generates monthly, quarterly, and various reports/lists from this system. Receives and transfers case files to and from other districts. Assists in the maintenance of electronic case files. Assists officers with scanning and uploading documents to PACTS.
- Incumbent, as needed, will type bail reports, bail violations, and supervision documents. Assists officers in conducting investigations including preparing collateral requests from other districts. Performs NCIC and criminal record checks through local or national law enforcement files through NCIC and PACTS systems.
- Responsible for all tasks relating to processing incoming/outgoing mail and administrative documents. Tracks postage expenditures and distributes documents to and from the clerk’s office;
- Prepares travel vouchers for division staff and forwards to financial administrator
- Contacts vendors for price and quality comparisons on office supplies; orders and maintains appropriate inventory levels of all office supplies. Checks deliveries and invoices against purchase orders for accuracy. Monitors supply expenditures and provides information regularly to the financial and budget administrator for budget control purposes.
- Maintains automated inventory system of all furniture for the Jacksonville division
- Assists with projects including scanning and shredding case files
- Performs other duties as assigned
Qualification
The successful candidate will have at least two years' progressively responsible clerical or administrative experience which indicates an understanding of the knowledge and skills necessary to perform the duties of this position. Other requirements include:
- High school diploma, or equivalent
- Working knowledge of databases and computer software programs
- Ability to type with strong keyboard skills
- Knowledge of Word, Microsoft Office 365 Applications, and Adobe Acrobat
- Ability to read, write, and communicate effectively with good knowledge of spelling, punctuation, and grammatical usage
- Experience working in a court, legal, or law enforcement office preferred, but not required
- Ability to deal with a variety of people tactfully and courteously, both in person and on the phone
- Strong organizational skills and attention to detail
- Strong ability to maintain strict confidentiality
- Ability to work in fast paced environment
- Ability to be self-motivated and flexible
Benefits
Employees of the Judiciary are not covered by the Office of Personnel Management’s civil service classification system or regulations and are considered “at will” employees. Judiciary employees are, however, entitled to the same benefits as other Federal employees. These include:
- 13 days paid vacation for the first three years of full-time employment. Thereafter, 20 to 26 days/year dependent upon length of federal service.
- 13 days paid sick leave per year (unlimited accumulation)
- 11 paid holidays per year
- Subsidized medical coverage with pre-tax employee premiums
- Group life insurance
- Flexible Benefits Program (pre-tax flexible spending for health care, dependent care, and parking costs)
- Supplemental dental/vision coverage plans
- Participation in Thrift Savings Plan (similar to 401K plan, with employer matching)
- Participation in Federal Employees Retirement System (FERS)
- Creditable service time in other federal agencies or the military may be taken into consideration when computing leave accrual and retirement benefits
How To Apply
This position will be filled in accordance with the Employment Dispute Resolution Plan (EDR) as adopted by the United States District Court for the Middle District of Florida.
Qualified applicants must submit cover letter, resume, and completed AO 78 Application for Judicial Branch Federal Employment in one combined PDF format via e-mail to HR_Pretrial@flmpt.uscourts.gov by Noon on Friday, May 10, 2024. Application package must be emailed with vacancy number 24-FLMPT-05 in the subject line.
Submit all required documents in one combined PDF document and arrange in the order indicated below:
- Cover Letter
- Resume
- AO 78 Application for Judicial Branch Federal Employment
Incomplete application packages will not be considered.
The best qualified applicants will be invited for an interview at their own expense, and, if selected, relocation expenses will not be provided. considered for this position. Applicants selected for interviews must travel at their own expense. Applicants selected for interviews may be tested. Positions within the U. S. Pretrial Services Office are designated as workplace drug testing positions and applicants considered for a position will be subject to pre- employment drug testing.
Applicants may be required to participate in testing that assesses knowledge, written and verbal skills, and computer ability. By statute, employees must be U.S. Citizens or eligible to work in the United States. This position is subject to mandatory, electronic fund transfer (direct deposit) for payment of net pay under the Federal Financial Management Reform Act.
Employees are required to follow a Code of Conduct which is available upon request. Reference checks with current and former employers will be conducted on top candidates. A background investigation with law enforcement agencies, including fingerprint and criminal record checks, will be conducted as a condition of employment. Unsatisfactory results may result in termination of employment.
This office provides reasonable accommodations to applicants with disabilities.
If you need a reasonable accommodation, please notify human resources. The decision on granting reasonable accommodations will be made on a case-by-case basis.
Pretrial Services reserves the right to modify the conditions of this job announcement, to withdraw the announcement, or to fill the position sooner than the closing date, any of which may occur without prior written or other notice. If a position becomes vacant in a similar classification, within a reasonable time from the original announcement, management may elect to select a candidate from the applicants who responded to the original announcement without posting the position.
The federal Judiciary is an Equal Employment Opportunity employer.