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U.S. District Court, Eastern District of Michigan



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Administrative Assistant to the Chief Probation Officer

Job ID: 53373
Job Views: 396
U.S. District Court, Eastern District of Michigan | View Profile
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Job Description:

POSITION SUMMARY
This position is located in the Probation Department in Detroit, Michigan, reporting directly to the
Chief U.S. Probation Officer. The employee performs administrative support services for the
Chief Probation Officer, the Executive Management Team and the Management Team.
Work is performed in an office setting and may occur at off-site meeting locations. Set up/clean
up of Court functions may involve light lifting and the use of cleaning supplies. Occasional travel
within the District may be required. Some travel outside the District may be required. The work
may require occasional contact with persons who have violent backgrounds. These contacts are
in the controlled office setting.
 
REPRESENTATIVE DUTIES AND RESPONSIBILITIES INCLUDE:
Provide office support and assistance for the administrative functions of the office, which include
the following duties and responsibilities:
-Develop and maintain logs, tracking forms, spreadsheets, and databases for the purpose of
tracking statistics and data; prepare statistical tables and reports at the request of unit executives. Gather and analyze data for management studies to improve workflow, operating methods and to simplify processing procedures; write reports and make recommendations based on the findings of the studies. Generate standard reports from databases and computerized systems.
-Perform 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.
-Prepare correspondence, reports, form letters, and documents. Maintain correspondence
control records.
-Prepare, proofread and edit materials prepared by others, and/or for the Chief’s signature for
accuracy, proper grammar, and spelling.
-Receive, prioritize, and route all incoming materials from within the court to appropriate individuals in the office. Receive, screen, and route incoming and outgoing mail to appropriate
persons or offices; and, process mail requiring special handling.
-Maintain, update, and track paper and electronic files; make copies and deliver documents to
staff. Assist records and reproduction staff with scanning, copying, filing, stamping, and locating
files and documents.
-Schedule appointments, arrange meetings, and maintain staff calendars.
-Report matters regarding the office’s physical needs (such as heating, cooling, lighting, and
cleaning).
-Perform probation financial and budgetary entries in financial and department database applications. Assist with balancing and reconciling of probation financial records and tracking
expenses. Assist Probation staff with automated financial tracking systems. Perform similar
financial and budgetary activities within the Probation Department.
-Disseminate communications to appropriate managers, executives and peers and follow up
on action items to ensure a comprehensive and coordinated response, where required.
-Maintain office reference materials, such as administrative manuals, bulletins, etc.
-Coordinate general activities in the immediate office, including arranging for equipment and facilities maintenance and ordering supplies. Oversee maintenance of consumable supplies, research and prepare supply requests.
-Assist with coordinating conferences, meetings, and ceremonies. Assist in the preparation of agendas; act as secretary for meetings, preparing materials, taking and distributing minutes of proceedings.
-Maintain calendars, arrange travel, and prepare travel vouchers for the Executive Management Team. Audit and review travel vouchers, ensuring that policies and procedures are followed.
-Assist with maintaining and updating the office’s website by contributing content and design assistance.
-Perform other duties as assigned.

 

Benefits:

BENEFIT HIGHLIGHTS
Group Health, Dental, Vision and Life Insurance, Defined Benefit Pension Plan, Defined Contribution Plan (TSP) with Employer Match, On-Site Fitness Center, Generous Paid Time Off program, 10 Paid Holidays, Long-Term Care Insurance, Health and Dependent Flexible Spending Accounts and Commuter Benefit Program. Federal Occupational Health (FOH) / Employee Assistance Programs (EAP), Work Life Services and on-site Health Units at select locations. Virtual Learning through the Judiciary Online University.

Amount of Pay:

Frequency of Pay:

per bi-weekly

Other Qualifications:

Qualifications must be met at the time of application.
Required: High school graduation or equivalent with the following specialized experience:
Appointment to CL 24: A minimum of one year of specialized experience equivalent to work at CL 23
Appointment to CL 25: A minimum of one year of specialized experience equivalent to work at CL 24
For appointment above the minimum salary, two years of specialized experience equivalent to work at the next lower CL is required.
Specialized Experience: Progressively responsible clerical or administrative experience within the last seven years of employment that
is in, or closely related to, the work of the position and has demonstrated the particular knowledge, skills, and abilities to successfully
perform the duties of the positon and involved the routine use of automated software keyboarding for word processing, data entry and
report generation.
Preferred:
 Specialized experience in a court, legal, social services and/or community corrections environment.
 Specialized experience supporting an executive/high level position.
 Three or more years of specialized experience.
 Experience using Microsoft Office Suite and E-Mail applications.
 A college degree or certificate from an accredited college/career school in a related field (i.e. business administration, office management,
public administration) is desirable.
Personal Attributes and Skills:
The ideal candidate will:
 Keep strict confidentiality, act with integrity and show excellent judgement at all times.
 Possess excellent time management, attention to detail and organizational skills.
 Be resourceful, take initiative and work independently.
 Communicate effectively, in writing and verbally, with judicial officers, Court staff at all levels and the public.
 Possess the ability to anticipate the needs of the Chief and skillfully manage the Chief’s calendar and work commitments.

Minimum Education:

High-School/GED

Total Years of Relevant Experience:

1

U.S. Citizenship:

Yes
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Function:

Administrative Support Functions

Status:

Full-time

Posted:

09.01.2017
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Discipline:

Other

Level:

Mid-level

Application Deadline:

09.29.2017