Job Details for Administrative Officer

The Administrative Officer acts as the principal advisor to the Federal Defender on all aspects of office administration and management. The Administrative Officer ensures compliance with national and local policies and must learn the requirements of the Guide to Judiciary Policy, applicable state and federal statutes, GSA rules and regulations, and directives from the Administrative Office of the U.S. Courts, Defender Services Office, and GSA.

General administration, management, and supervision:

• Directly assists with day-to-day operations, process improvement, policy development, and short- and long-term strategic planning.
• Trains and supervises staff responsible for administrative, financial, and human resources.
• Works to recognize issues and improve office management, efficiency, and effectiveness.
• Develops and maintains internal controls to ensure adequate separation of duties exists for financial, procurement, property management, and human resource functions.
• Analyzes the potential impact of new legislation, policies and regulations on office resources and procedures. Develops plans to ensure the continuation of effective operations and availability of resources.

Budget and financial management:

• Manages financial operations, develops spending plans, and oversees accounting functions, including the disbursement of appropriated funds.
• Formulates the annual budget, develops caseload projections, analyzes staffing needs and resource allocation, and prepares hiring plans.
• Prepares monthly variance reports, status of funds reports, and workload reports for review and approval by the Federal Defender.
• Serves as point person for cyclical fiscal audits, annual internal controls reviews, and Defender Services Office’s program assessments. Advises the Defender on solutions to mitigate any findings.

Human resources and personnel management:

• Advises on hiring, staffing, position classification and compensation, employee performance and evaluation, dispute resolution, benefits administration, and personnel policies.
• Assists in developing strategies to recruit and retain a diverse workforce.
• Collaborates on planning and implementing staff training and development.
• Collaborates on a comprehensive onboarding program for all new employees and interns, and facilitates offboarding and exit interviews.
• Conducts performance evaluations for administrative staff.

Procurement of government goods and services:

• Determines the need for, and directs procurement of, supplies, equipment, furnishings, and professional services in compliance with judiciary procurement policy.
• Trains and supervises employees responsible for various procurement duties.
• Serves as Contracting Officer for high-value awards for goods, services and experts.
• Serves as liaison to GSA in the areas of leasing, build-out, renovations, and space management.

Property management:

• Collaborates with case management, custodial, disposal, and procurement administrators to manage records storage systems and accountable property inventories.

The position is based in Pittsburgh and requires travel to the Erie and Johnstown offices and occasional out-of-district travel for attendance at administrative, case management, and/or financial conferences.