Support Specialist

Vacancy Announcement No. 24-04

***MORE THAN ONE POSITION MAY BE FILLED FROM THIS ANNOUNCEMENT***

Opening Date: January 22, 2024

Closing Date: February 12, 2024

Position: SUPPORT SPECIALIST

Position Location: Western District of New York – Rochester

Salary Range: Court Personnel System (CL 23/24)

CL 23 $39,390 - $49,247

CL 24 * $43,611 - $54,538

Pay Table RT – starting salary is dependent upon qualifications.

*Appointment at CL 23 offers future promotion potential to CL 24 without further competition.

Starting Date: To Be Determined

The U.S. Probation & Pretrial Services Office for the Western District of New York encompasses 17 counties and consists of two offices. There are three district court judges, five senior judges, and seven magistrate judges. The probation office is headquartered in Buffalo and has one division office in Rochester. The vacant position is available in the Rochester office.

Support Specialists provide clerical and administrative support to probation officers in a wide range of areas, including preparing form documents and correspondence, conducting online record checks, creating and maintaining case files, distributing mail, answering phones and greeting visitors and clients.

REPRESENTATIVE DUTIES:

• Formats, types, and edits reports developed by officers. Prepares petitions, letters, notices, and other correspondence, including typing, keyboarding, formatting, and generating documents from templates, notes, and dictation. Prepares conditions of probation.

• Organizes and prepares new case files for officers’ use in accordance with established case management procedures. Makes entries to chronological records in supervision case files. Maintains, updates, and tracks paper and electronic files; makes copies and delivers documents to staff. Scans, copies, files, stamps, and locates files and documents as it relates to our district’s Document Imaging Policy.

• Open, close, and update information in computerized records, including the Probation Automated Case Tracking Systems (PACTS).

• Conducts criminal record checks through local or national law enforcement files.

• Prepares and maintains investigative files and enters data into case tracking system.

• Electronically submits appropriate documents to the Bureau of Prisons and Sentencing Commission, at the direction of probation officers.

• Performs receptionist duties by greeting visitors/clients in person and on the telephone, answering routine questions, and directing visitors/callers to the appropriate person or department. Accepts and reviews monthly supervision reports for completeness in the absence of the officer at his/her discretion.

• Receives, prioritizes, and routes all incoming materials from within the court to appropriate individuals in the office. Receives, screens, and routes incoming and outgoing mail to appropriate persons or offices; processes mail requiring special handling.

• Process travel and expense reimbursement documents.

MINIMUM QUALIFICATION REQUIREMENTS:

Applicants must possess high school diploma or equivalent, plus have two years of general experience to qualify for Classification Level 23, Step 1; or one year of specialized experience, to qualify for Classification Level 24, Step 1. Within each classification level, an evaluation of quality of experience and competitive factors may provide placement at salary levels above Step 1 up to and including Step 25. Salary placement above Step 1 of either classification is granted at the discretion of the Chief U.S. Probation Officer.

COMPETITIVE FACTORS:

Knowledge of Microsoft Office and Windows applications is desirable. An associate degree or higher from an accredited college or university in Paralegal Studies, Secretarial Science or similar area related to the duties of the position preferred. Prior court and/or law enforcement experience desired.

GENERALIZED EXPERIENCE:

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:

Progressively responsible clerical or administrative experience requiring the regular and recurring application of clerical procedures that demonstrate the ability to apply a body of rules, regulations, directives, or laws and involve the routine use of specialized terminology and automated software and equipment for word processing, data entry or report generation. 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 or human resources/payroll operations.

SUBSTITUTIONS:

Education above the high school level may be substituted for required general experience on the basis of one academic year (30 semester or 45 quarter hours) equals one year of general experience.

Education may not be substituted for specialized experience because operational court support positions require hands-on experience to be credited as specialized experience. Excess specialized experience may be substituted for required general experience.

BACKGROUND INVESTIGATION:

This position is classified as a sensitive position which requires the final candidate to undergo a mandatory local background investigation, FBI fingerprint check and subsequent favorable suitability determination as a condition of employment.

BENEFITS:

Employees of the United States District Court serve under “Expected Appointment” and are considered “At-Will” employees. Federal Government Civil Service classifications or regulations do not apply. Judicial employees are entitled to the same benefits as other Federal Government employees such as:

• Paid annual and sick leave

• Eleven (11) paid federal holidays

• Participation in the Federal Employees Retirement System with investment opportunities through the Thrift Savings Plan

• Health benefits under the Federal Employees’ Health Benefits Program (FEHB)

• Life insurance benefits under the Federal Employees’ Group Life Insurance Program (FEGLI)

• Participation in Pre-Tax Flexible Spending Accounts

• Dental and Vision insurance options under the Federal Employees’ Vision and Dental Insurance Program (FEDVIP)

For more information on working for the federal courts, please visit http://www.uscourts.gov/Careers.aspx.

APPLICATION PROCESS:

Individuals interested in being considered for the position are invited to submit a cover letter and resume to Lisa M. Janca, Human Resources Administrator, HR@nywp.uscourts.gov, by 5:00 PM EST on February 12, 2024. Job description and additional information can be located on our website at www.nywp.uscourts.gov.

Applicants must be United States citizens. This position is subject to mandatory Electronic Funds Transfer participation for payment of net pay. Due to the volume of applications received, the U.S. Probation Office will contact only the most qualified applicants who will be invited for interview. Only qualified applicants will be considered for this position. The U.S. Probation Office has the right to modify the conditions of this job announcement, withdraw the announcement or fill the position at any time before the closing date, any of which may occur without prior notice.

The U.S. Probation & Pretrial Services Office is an Equal Opportunity Employer

Job Type: Full-time

Pay: $39,390.00 - $54,538.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $39,390 - $54,538