Salary: $48,829.00 - $55,954.00 Annually Location : Tucson, AZ Job Type: Full-Time Job Number: 24-40 Department: Clerk's Office Division: Tucson Division Opening Date: 06/26/2024 Introduction and Representative Duties POSITION OVERVIEW The Administrative Assistant position is located in the District Clerk's Office. The Administrative Assistant performs clerical and administrative support services for the District Court Executive/Clerk of Court and the Chief Deputy Clerk in the Tucson Divisional Office. *The salary listed reflects the expected ENTRANCE salary of the position based on qualifications and experience. The full salary range of the position is $48,829 - $79,367. REPRESENTATIVE DUTIES Responsible for the monitoring and scheduling of court reporters in the Tucson division. Performs quality control of transcript requests, production of transcripts, transcript deadlines and electronic filing of transcripts. Processes transcript requests from CJA attorneys. Answers questions from attorneys and members of the public regarding transcripts. Schedules courtrooms for judicial proceedings and distributes weekly schedules for chambers and clerk's office staff. Tracks courtroom usage by magistrate judges and prepares reports. Maintains weekly video teleconference schedules for court proceedings and monthly trial schedules. Files taxation judgements when approved using the Court's CM/ECF program. Performs internal reviews of jury and postage procedures as part of the district's annual internal controls evaluation. Responsible for coordinating judicial investiture ceremonies, retirement celebrations, and other official events in Tucson division, including parking, seating, ushering, reception coordination, program preparation, etc. Receives, screens, and refers telephone calls and personal visitors. Receives, screens, and routes mail to appropriate persons or offices. Answers routine inquiries while aiding the public and maintaining the confidentiality of sensitive matters. Inquiries come from many sources, including judges and their staff, other court support units, other courts, members of the bar, and the media. Prepares documents, correspondence, and reports. Assists with administrative functions of the office including maintaining parking assignments and visitor parking availability and updating information on the Court's intranet and internet sites. Assists with the district's Continuity of Operations Plan and Tucson division's Occupant Emergency Plan. Participate in special projects related to administrative service functions. Other duties as assigned. Occupational Information QUALIFICATIONS Applicants must be a high school graduate or equivalent and possess two years of general experience. Applicants must have one year of specialized experience at the CL 24 or equivalent. General experience is defined as progressively responsible clerical, office, or other work that indicates the possession of, or the ability to acquire, the particular knowledge and skills needed to perform the duties of the position. Specialized experience is defined as progressively responsible clerical or administrative experience that provided knowledge of the rules, regulations, procedures involving use of automated case management systems, resources systems, use of specialized terminology, and demonstrated ability to apply a body of rules, regulations, directives, or laws. Such experience is commonly encountered in law firms, legal counsel offices, banking and credit firms, educational institutions, social service organizations, insurance companies, real estate and title offices, and corporate headquarters of personnel/payroll operations. PREFERRED QUALIFICATIONS Preference given to applicants with a bachelor's degree. How to Apply Applicants must submit the following: Cover letter that supports your work experience as it relates to the position. Resume that includes complete work and salary history, and education. Your two most recent performance evaluations (strongly preferred). Letters of recommendation may be substituted if no evaluation is available. Go to our web site: to submit an online application, including the items listed above. Attachments should be submitted only as Microsoft Word or Adobe Acrobat (PDF) documents. Other formats are not acceptable (i.e. JPG/JPEG). Applications will be considered complete when the online application and all required attachments (in proper format) are received by the Human Resources Division. Applications and/or attachments received after the closing date may not be considered. Applicant Information The Court reserves 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. In the event that a position becomes vacant in a similar classification, within a reasonable time of the original announcement, the court may elect to select a candidate from the applicants who responded to the original announcement without posting the position. Only qualified applicants will be considered for this position. Employees of the U.S. District Court serve under "Excepted Appointments" and are considered "at will" employees (except for probation officers who may be removed for cause). Federal Civil Service classifications or regulations do not apply; however, court employees are entitled to substantially the same benefits as other Federal Government employees. The initial appointment to this position is provisional pending the successful completion of the required background checks and/or investigations. The U.S. District Court is a drug-free work place and the applicant selected will be required to participate in a drug screening test prior to employment. All information provided by applicants is subject to verification and background investigation. Applicants are advised that false statements or omission of information on any application materials or the inability to meet the following conditions may be grounds for non-selection, withdrawal of an offer of employment or dismissal after being employed. Participation in the interview process will be at the applicants own expense and relocation expenses will not be provided. The position is subject to the mandatory electronic fund transfer (EFT) participation for payment of net pay (i.e. Direct Deposit). Non-citizens may be interviewed and considered for employment, but employment offers will only be made to individuals who qualify under one of the exceptions in 8 U.S.C. 1324b(a)(3)(B). In most cases, this means that an offer of employment cannot be made unless the candidate is a lawful permanent resident who is seeking U.S. citizenship as explained below. Under 8 U.S.C. 1324b(a)(3)(B), a lawful permanent resident seeking citizenship 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), at which point he or she must apply for citizenship within six months of becoming eligible, and must complete the process within two years of applying (unless there is a delay caused by the processors of the application). Non-citizens who have not been permanent residents for five years will be required to execute an affidavit that they intend to apply for citizenship when they become eligible to do so. Judicial employees are entitled to standard federal benefits, such as paid vacation and sick leave, 11 paid holidays, and retirement benefits to include a defined benefit program (4.4% of gross pay) and a 401(k) styled program known as the Thrift Savings Plan (TSP), which provides an immediate government match of up to 5%. Optional benefits include health and life insurance, long-term care insurance, dental and vision insurance, and a Flexible Benefits Program offering medical and dependent care reimbursement. Additionally, we offer flexible work schedules and an in-house fitness facility. 01 I understand a cover letter that supports my work experience is REQUIRED with my application. I have attached a cover letter to my application. Yes No 02 I understand that my resume is REQUIRED to be considered for this position. I have attached a full copy of my resume to the application. Yes No 03 I understand that in order to be considered for the position, I must provide my two most recent performance evaluations; I understand letters of recommendation maybe substituted if evaluations are not available and one should be from a current or recent supervisor. I have attached or included my two most recent performance evaluations/letters of recommendation with the application. Yes No 04 I understand that my application may not be reviewed further by the hiring panel until all required documents have been submitted in either Word or PDF format. Yes No Required Question