Job Details for Probation and Pretrial Services Administrative Assistant
| Court Name/Organization | California Central District Court |
| Overview of the Position | The U.S. District Court and the Probation and Pretrial Services Office is recruiting for an exceptional individual for our Probation and Pretrial Services Administrative Assistant position for our courthouses/branch offices located within the district. This position will assist probation and pretrial services officers in case preparation and management of defendants and offenders. The Central District of California serves seven counties and has 28 authorized district judgeships, 12 senior judges, and 24 magistrate judges. The Probation and Pretrial Services Office consists of more than 280 employees spread among 11 office locations. Staff includes probation and pretrial services officers and clerical support positions. The workload in the district entails supervision of over 10,000 defendants, probationers, parolees, and persons on supervised release and the preparation of approximately 3,000 presentence investigations annually. |
| Location | Los Angeles, Riverside, CA |
| Opening and Closing Dates | 12/16/2024 - Open Until Filled |
| Appointment Type | Permanent |
| Classification Level/Grade | CL 25 |
| Salary | $55,776 - $90,660 |
| Link to Court Careers Information | http://www.cacd.uscourts.gov/employment |
| Announcement Number | 24-52 |
Position Description
Responsibilities include, but are not limited to, the following:
- Oversee, monitor and process duty accounts (i.e., Intake, N-Fax), and follow established procedures and protocols. Ensure all required statistical entries are recorded, tracked and uploaded for access by agency and other court unit personnel.
- Prepare and compile criminal histories/profiles, running record checks through local, state and national databases and files, conducting inquiries with collateral agencies and community service agencies, collect verifiable and supportable documentation, and perform similar activities to assist other court staff. Monitor defendant/offender financial payments and community service hours.
- Enter and obtain data and information from the agency=s computerized database systems (i.e., Chronological Record, CM/ECF, CLETS, ATLAS, PACTS, etc.). File, maintain and document chronological information received throughout the investigation.
- Prepare and process forms and documents, ensuring consistency and accuracy among court-supplied documents, officer reports, and related paperwork. Contact various local, state, and national law enforcement and regulatory agencies to collect and record information to assist with investigations. Obtain related records regarding defendants/offenders, following established practices and protocols.
- Open and process Pretrial, Presentence and Post-Conviction disclosures. Process judges’ correspondence and enter violation and supervision progress report investigations under established procedures, protocols and timelines.
- Ensure proper procedures and protocols are completed throughout the Pretrial, Presentence and Post-Conviction process. Communicate frequently with officers of any unusual circumstances that may require immediate action.
- Monitor Pretrial new arrests
- Where applicable, may assist office or officers with non-English speaking defendants/offenders, family members and witnesses in translating, including translating documents and correspondence.
- Assist with general office coverage duties such as, but not limited to, filing, copying, scanning, processing mail, data entry, reception duties and general clerical work.
- Complete a mandatory 20 hours annually of work-related training; attends seminars and workshops to enrich and develop additional job skills.
- Perform general office duties such as, but not limited to, general reception and clerical duties
- Perform other representative duties as assigned
Qualifications
Must be a U.S. citizen or eligible to work in the United States. High school graduate or equivalent. Two-year college degree or equivalent strongly preferred. Applicant must have experience (minimum one year) in administrative role. Must have exceptional organizational skills with attention to details. Must be able to take initiative and work independently. Strong writing, analytical and decision-making skills. Strong interpersonal skills in communicating with various internal and external individuals and establishing and maintaining good relationships with outside contacts. Strong knowledge and skills in use of personal computers and software applications to prepare reports and correspondence. Thorough knowledge of office procedures, practices, processes and telephone etiquette. Excellent knowledge of English grammar, spelling, and editing. Ability to organize work in conjunction with interruptions and distractions to meet recurring deadlines and maintain tracking systems related to cases. Experience with criminal justice system and/or bilingual in Spanish or other pertinent language is a plus.
Employee Benefits
CL 25: $55,776 – $90,660 (Total compensation w/employer paid benefits approximate range: $94,596 - $153,759)
In addition to salary, the federal government’s benefits equate to no less than 33% of an employee’s total compensation (see Total Compensation sample below). Federal employees are entitled to federal benefits such as health, dental, vision, life insurance, long-term disability insurance, long-term care insurance and flexible spending accounts. Participation in a defined benefit plan the Federal Employees Retirement System-Further Revised Annuity Employee (FERS-FRAE), and up to 5% matching contributions on retirement savings through the Thrift Savings Plan (401k equivalent). Generous accrual of paid time vacation and sick leave and 11 paid holidays per year. Paid parental leave after meeting eligibility requirements. Eligible for the Public Student Loan Forgiveness (PSLF) program on eligible student loans. Commuter subsidies for public transportation to and from work. Extensive online training options and in-person training and professional conferences, funds permitting.
Miscellaneous
Responsibilities include, but are not limited to, the following:
- Oversee, monitor and process duty accounts (i.e., Intake, N-Fax), and follow established procedures and protocols. Ensure all required statistical entries are recorded, tracked and uploaded for access by agency and other court unit personnel.
- Prepare and compile criminal histories/profiles, running record checks through local, state and national databases and files, conducting inquiries with collateral agencies and community service agencies, collect verifiable and supportable documentation, and perform similar activities to assist other court staff. Monitor defendant/offender financial payments and community service hours.
- Enter and obtain data and information from the agency=s computerized database systems (i.e., Chronological Record, CM/ECF, CLETS, ATLAS, PACTS, etc.). File, maintain and document chronological information received throughout the investigation.
- Prepare and process forms and documents, ensuring consistency and accuracy among court-supplied documents, officer reports, and related paperwork. Contact various local, state, and national law enforcement and regulatory agencies to collect and record information to assist with investigations. Obtain related records regarding defendants/offenders, following established practices and protocols.
- Open and process Pretrial, Presentence and Post-Conviction disclosures. Process judges’ correspondence and enter violation and supervision progress report investigations under established procedures, protocols and timelines.
- Ensure proper procedures and protocols are completed throughout the Pretrial, Presentence and Post-Conviction process. Communicate frequently with officers of any unusual circumstances that may require immediate action.
- Monitor Pretrial new arrests
- Where applicable, may assist office or officers with non-English speaking defendants/offenders, family members and witnesses in translating, including translating documents and correspondence.
- Assist with general office coverage duties such as, but not limited to, filing, copying, scanning, processing mail, data entry, reception duties and general clerical work.
- Complete a mandatory 20 hours annually of work-related training; attends seminars and workshops to enrich and develop additional job skills.
- Perform general office duties such as, but not limited to, general reception and clerical duties
- Perform other representative duties as assigned
Application Info
Must be a U.S. citizen or a lawful permanent resident with authorization to work in the United States who is currently seeking U.S. citizenship or intending to become a U.S. citizen immediately after meeting the eligibility requirements. The final candidate will be subject to a background investigation by law enforcement agencies. The Federal Financial Reform Act requires direct deposit of federal wages for employees. The U.S. District Court and the Probation and Pretrial Services Office requires employees to adhere to the Code of Conduct for Federal Judicial Employees, which is available on the court’s website.
Applications should be submitted to apply_CACD@cacd.uscourts.gov. Documents must be in Microsoft Word or PDF format, and the email should reference the vacancy number. Complete applications must include the following:
- Cover Letter – Address how your background, skills, and experience meet the qualifications listed.
- Resume – Include key career accomplishments.
- For External Applicants Only: An application for Federal Branch Employment (AO78) (please visit the court’s website to download the AO78 application form).
This recruitment is for a position considered “high-sensitive.” To determine suitability for the position, applicants must provide criminal history information on the Federal Judicial Branch Application for Employment (AO78). Therefore, all questions requesting criminal history information must be answered even if identified as optional. This requirement also applies to any other employment-related forms when requested.
Due to the high volume of applications, we will communicate with those individuals who will be interviewed. Applicants scheduled to interview should advise the Human Resources staff if any accommodation will be necessary to interview. Unfortunately, the court is unable to reimburse applicants for any travel or parking costs.
The Court reserves the right to modify the conditions of this announcement, commence interviews immediately, withdraw the announcement, or fill the position at any time, any of which actions may occur without notice.
The federal Judiciary is an Equal Employment Opportunity employer.