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Job Details for Space and Facilities Assistant

Court Name/Organization Illinois Northern District Court
Overview of the Position The U.S. District Court for the Northern District of Illinois is now accepting applications for two Space and Facilities Assistants. Consideration will only be given to those who apply through the court's online applicant tracking system, submit a cover letter, resume, and two professional references. To apply, please see “Notice to Applicants” listed below.
Location Chicago, IL
Opening and Closing Dates 07/18/2025 - 08/01/2025
Appointment Type Permanent
Classification Level/Grade CL 24-01 - CL 26-61
Salary $49,477 - $97,796
Link to Court Careers Information https://www.ilnd.uscourts.gov/careers.php
Announcement Number 2025-46
Link to Job Announcement

Position Description

These positions are located within the clerk’s office and report directly to the architect/facilities manager. A space and facilities assistant performs and coordinates administrative and non-technical work related to day-to-day building management issues, in accordance with approved policies, procedures, and internal controls.

Position Duties and Responsibilities

  • Monitor, coordinate, and react to day-to-day facilities management issues involving building systems (heating, cooling, lighting, and cleaning), structures, grounds, and security. Respond to space and facilities help desk calls and emails. Log calls, resultant actions, and final resolution into a database. Resolve problems or interact with the General Services Administration (GSA) building manager or other appropriate individuals for problem resolution. Keep customers informed as to service status. Escalate problems that are not resolved in a reasonable period to the next level.
  • Develop and maintain project logs, tracking forms, spreadsheets, and databases for the purpose of tracking and documenting building project work and status. Assess, document, prioritize, and assist in responding to project problems.
  • Create move coordination plans which include detailed schedules and phasing plans, including the movement of electrical, data, telecommunications equipment and lines. Serve as a move coordinator. Attend and participate in project meetings to remain current on project status. Document meetings and update project files. Respond on behalf of the Architect/Facilities Manager, as required.
  • Maintain files, records, and materials related to facilities management, space planning, and space and facilities projects. Coordinate and track project schedules and significant project checkpoints.
  • Assist Architect/Facilities Manager with space design and furniture plans to optimize space utilization and workplace efficiency. Coordinate with judges and staff to prepare for courtroom and event setups.
  • Prepare correspondence, reports, form letters, and documents. Schedule appointments, arrange meetings, and maintain calendar of project status points and activities.
  • Perform other duties as assigned.

Qualifications

Applicants must have excellent written and oral communication skills to plan coordinating projects within budgetary and design restrictions. The successful candidate will possess exceptional organizational skills to coordinate construction projects without interrupting the business of the court. This position requires exceptional attention to detail. The candidate should have the ability to analyze, organize, and streamline current working procedures and to develop written internal controls. The incumbent will be required to perform regular lifting of materials in excess of 50 pounds. As a condition of employment, the selected candidate must successfully complete a background investigation with periodic updates every five years thereafter.

A bachelor’s degree from an accredited four-year college or university in a field of academic study closely related to the position, such as construction management, facilities management, architecture, or interior design is preferred. Previous government purchasing experience is preferred. Previous experience working in space and facilities is preferred.

Specialized Experience

Specialized experience is progressively responsible experience that is in, or closely related to, the work of the position that has provided the particular knowledge, skills, and abilities to successfully perform the duties of the position.

Employee Benefits

Further details regarding Federal benefits may be viewed at ILND Benefits.

Compensation

Compensation and classification level will be set based on the work experience, qualifications, and salary history of the successful candidate. To qualify at CL 25, applicants must have one year of specialized experience equivalent to work at a CL 24. To qualify at CL 26, applicants must have one year of specialized experience equivalent to work at a CL 25.

Miscellaneous

These positions are located within the clerk’s office and report directly to the architect/facilities manager. A space and facilities assistant performs and coordinates administrative and non-technical work related to day-to-day building management issues, in accordance with approved policies, procedures, and internal controls.

Position Duties and Responsibilities

  • Monitor, coordinate, and react to day-to-day facilities management issues involving building systems (heating, cooling, lighting, and cleaning), structures, grounds, and security. Respond to space and facilities help desk calls and emails. Log calls, resultant actions, and final resolution into a database. Resolve problems or interact with the General Services Administration (GSA) building manager or other appropriate individuals for problem resolution. Keep customers informed as to service status. Escalate problems that are not resolved in a reasonable period to the next level.
  • Develop and maintain project logs, tracking forms, spreadsheets, and databases for the purpose of tracking and documenting building project work and status. Assess, document, prioritize, and assist in responding to project problems.
  • Create move coordination plans which include detailed schedules and phasing plans, including the movement of electrical, data, telecommunications equipment and lines. Serve as a move coordinator. Attend and participate in project meetings to remain current on project status. Document meetings and update project files. Respond on behalf of the Architect/Facilities Manager, as required.
  • Maintain files, records, and materials related to facilities management, space planning, and space and facilities projects. Coordinate and track project schedules and significant project checkpoints.
  • Assist Architect/Facilities Manager with space design and furniture plans to optimize space utilization and workplace efficiency. Coordinate with judges and staff to prepare for courtroom and event setups.
  • Prepare correspondence, reports, form letters, and documents. Schedule appointments, arrange meetings, and maintain calendar of project status points and activities.
  • Perform other duties as assigned.

Application Info

Consideration will only be given to those who apply through the court’s online applicant tracking system and provide a cover letter, resume, and provide two professional references by August 1, 2025. To view openings and to apply, visit our applicant tracking system at ILND Jobs.

Due to the volume of applications received, the court will only communicate with those applicants who will be interviewed. Applicants selected for interviews will be communicated to only through email and must travel at their own expense and relocation expenses will not be reimbursed. Applicants will be screened to determine their experience and qualifications.

The U.S. District Court requires employees to follow the Code of Conduct for Judicial Employees. Reference checks with current and former employers will be conducted. Only qualified applicants will be considered for this position. A preliminary background investigation with law enforcement agencies, including fingerprint and criminal record check will be conducted as a condition of employment. Unsatisfactory results may result in termination of employment. The selected candidate will be subject to an FBI fingerprint check as a condition of employment and may be subject to periodic updates.

Direct deposit is required for payment of compensation for employees. Employees of the District Court, Northern District of Illinois are excepted service appointments. Employees are considered at-will and are not covered by federal civil service classifications or regulations.

Diversity is important to the Judiciary. It is an essential component of services that the Judiciary is charged with providing to maintain justice, equality, fairness, respect, and dignity in society. To fulfill its duties, the Judiciary must include all members of society—not just regardless, but also inclusive of race, gender, disability, and the many other variables that make up the citizens of our nation. The Judiciary has a duty to promote a fair, just, and sustainable model of inclusive democracy and social justice that surpasses any governmental entity in the history of this nation or of any other nation.

In order to be eligible for employment, applicants must meet one of the following requirements:

  1. U.S. citizen;
  2. Person who owes allegiance to the U.S. (i.e., nationals of American Samoa, Swains Island and the Northern Mariana Islands);
  3. Person admitted as a refugee or granted asylum who has filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible; or
  4. Lawful permanent resident (i.e., green card holder) who is seeking citizenship. A lawful permanent resident "seeking citizenship":
    1. May not apply for citizenship until he or she has been a permanent resident for at least five years (three years if seeking naturalization as a spouse of a citizen);
    2. Must apply for citizenship within six months of becoming eligible; and
    3. Must complete the process within two years of applying (unless there is a delay caused by the processors of the application).

The Courts reserve the right to modify the conditions of this job announcement, or to withdraw the announcement, any of which may occur without prior written or other notice.

The federal Judiciary is an Equal Employment Opportunity employer.