Job Details for Administrative Analyst

Duties include, but are not limited to the following: 

• Provides administrative support to district court executive, chief deputy clerks, senior managers and serves as a back-up to other administrative staff. Perform office reception duties, including receiving and screening calls, answering routine questions, directing calls and visitors, and distributing mail to the appropriate person or department.
• Communicate and respond to judges, chambers staff and management requests regarding court operations, policies and procedures. Communicate clearly and effectively, both orally and in writing, to explain operational matters and concepts. Interact effectively with the public and staff, providing quality customer service and resolving issues efficiently. Daily interaction with district judges, magistrate judges, court staff, and the public.
• Prepare executive correspondence and other materials from dictation, rough copy or own notes for review and signature by unit executives and/or chief judge. Proofread and edit materials for accuracy, proper grammar, and spelling. Disseminate communications to appropriate executives, managers and staff, and follow up on action items to ensure a comprehensive and coordinated response, where required.
• Maintain calendar of the chief deputies. Make travel and lodging arrangements. Prepare travel vouchers in accordance with existing policies and procedures.
• Review, analyze, and standardize procedures, processes, programs, activities and manuals.
• Assist with the coordination and scheduling of U.S. Citizenship and Immigration Services (USCIS) on-site and off-site Naturalization Ceremonies. This includes direct interaction with district judges, magistrate judges, and/or chambers staff, and USCIS for community and court naturalization ceremonies. Provide support for naturalization ceremonies, both planning and day-of execution.
• Assist with the administration of magistrate judges’ performance evaluation process. Develop and maintain logs, tracking forms, spreadsheets, and databases for tracking statistics and data for the evaluations. Coordinate reports and supporting documents and present to chair of evaluation committee (district judge).
• Maintain records, files and other office reference materials, such as administrative manuals, bulletins, etc., including electronic and hard copy.
• Develop data tracking systems and a variety of other inventory related items.
• Coordinate approvals and payments for non-appropriated and fund accounts.
• Serve on court committees and assist committees with events and functions.
• Comply with the Guide to Judiciary Policy, applicable Administrative Office policies and procedures, internal controls guidelines, and all local policies and procedures. Abide by the Code of Conduct for Judicial Employees.
• Work closely with and perform as backup to the executive assistant, as required.
• Provide backup assistance and support to various administrative departments as directed.
• Perform other duties as assigned.

Conference and Event Planning / Ceremonial & Special Court Sessions

• Plan, manage and organize arrangements for court events and programs, court meetings, staff events and other programs. Duties include agenda and program development, site selection and planning, catering selections and speaker relations. Coordinate procurement and budgeting needs. Manage and direct all event logistics including program invitations, guest lists, etc.
• Maintain conference room calendars for various meeting room coordination. Arrange meetings, conferences, or other events including coordination of all notifications, preparation and distribution of meeting materials, administrative details and logistical matters. May be required to take meeting minutes.
• Assist with the employee recognition program, including tracking items and organizing recognition events.
• Coordinate and schedule court events including judicial investitures, portrait ceremonies, retirement ceremonies, law clerk orientation, judicial meetings, etc. Responsible for pre-event tasks including communications; invitations, programs and certificates; RSVP tracking; event space reservation; light refreshments/meals; and coordination of court photography, when applicable. Responsible for day of event coordination and logistics. Work closely with event POCs and chief judge regarding coordination and final approval.

Internal Audits

• Independently or leading a team, conduct and document internal control audits to assess operational efficiency and compliance with regulations; identify potential weaknesses and recommend improvements; monitor corrective action of any deficiencies identified in internal control and cyclical audits. Perform annual sensitive systems audit ensuring compliance with judiciary guidelines.

Public Information & Communications

• Serve as point of contact for assistance and information for judges, court staff, other court units, attorneys, bar associations, federal and state agencies, members of the public and other interested parties. 
• Draft and proofread materials as directed, including news releases and internal/external court announcements. Update and/or maintain content for public website, external publications, court directory, court administration SharePoint site, court’s LinkedIn account and other information relevant to the work of the court and its civic engagement program.
• Responsible for the court’s quarterly newsletter (e.g. prepare the layout, write/solicit articles, etc.).

Civics Outreach Program

• Coordinate and support the court’s public outreach and engagement programs by ensuring compliance with rules and regulations and supporting logistical aspects, such as visitor and vendor access requests, procurement coordination, and space and facilities related management. Serve as the court’s point of contact and liaison between the court and civic organizations. Organize and plan community outreach and educational events, such as student field trips, courthouse tours, law day, conferences and other engagement work as directed. Prepare invitations and programs for such events. Suggest and recommend events. Oversee the preparation and distribution of promotional material about the court.