Job Details for Executive 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 Executive Assistant position. This position is responsible for performing a variety of administrative, technical, and secretarial support services for members of the court unit’s executive management team. The duties involve a wide range of responsibilities and areas, including managing, monitoring and facilitating timely communication with other agencies, including but not limited to Judges and their Courtroom Deputies, Probation and Pretrial Services Officers, U.S. Attorney’s Office, the Federal Public Defender’s Office, private attorneys and other agencies or individuals involved in the administration of criminal justice. The position is also responsible for maintaining courtroom calendars between judges and Probation to ensure adherence to courtroom proceedings. The job entails a high level of knowledge and complexity regarding court operations and court-required documentation. 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, CA |
| Opening and Closing Dates | 01/22/2025 - Open Until Filled |
| Appointment Type | Permanent |
| Classification Level/Grade | CL 26 |
| Salary | $62,767 - $101,988 |
| Link to Court Careers Information | http://www.cacd.uscourts.gov/employment |
| Announcement Number | 25-05 |
| Link to Job Announcement | |
Position Description
Responsibilities include, but are not limited to, the following:
- Act as a liaison and main point of contact between judges and the court unit to ensure that cases proceed smoothly and efficiently. Ensure judges’ courtroom procedures are met.
- Provide guidance and oversight to ensure enforcement of supervision conditions of offenders for judges. Oversee the orderly flow of proceedings, including, but not limited to coordinating calendars, assuring presence of all necessary participants.
- Perform court unit functions such as gathering, scanning, tracking and verifying accuracy of case files that will be required in courtroom progress and status hearings, and ensuring that they are current; preparing case information, such as Judgement and Commitment Orders; and, on limited basis, maintain control of cases assigned to the judges’ hearing calendars.
- Develop and maintain various logs, tracking forms, spreadsheets, electronic files, and databases (i.e. Act, Sentry and Pacer) for the purpose of tracking statistics and data; prepare statistical tables and reports at the request of the executive management team. 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 for the executive management team by greeting individuals in-person and on the telephone, answering routine questions, directing individuals to the appropriate person or department while maintaining a professional image.
- Maintain calendars, arrange travel, prepare travel vouchers for executive management team to ensure adherence to established policies and procedures.
- Prepare correspondence, reports, form letters, and documents. Maintain detailed correspondence control records. Prepare, proofread and edit materials for the executive management team’s signatures. Check for accuracy, proper grammar, and spelling. Sign for executive management team on various correspondence or forms as approved by executive management team.
- Receive, prioritize, maintain, update, track and route all incoming materials to the executive management team 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 office reference materials, such as administrative manuals, forms, bulletins, notices, etc.
- Arrange and coordinate conferences, meetings, and court ceremonies. Prepare agendas and materials, act as secretary for meetings, and take and distribute minute of proceedings.
- Disseminate communications to appropriate managers, executives and peers and follow up on action items to ensure a comprehensive and coordinated response when required.
- Complete a mandatory 20 hours of work-related training.
- Perform other representative duties as assigned.
Qualifications
Must be a U.S. citizen or eligible to work in the United States. Associate degree or equivalent. Applicant must have significant experience (minimum five years) in an executive administrative support capacity reporting directly to high-level executives. Professional appearance and manner required. Ability to understand and follow detailed instructions. Superior time management and organizational skills with attention to detail. Strong ability to communicate effectively (orally and in writing) with individuals with diverse backgrounds and establish rapport with staff, outside agencies, and collateral contacts. Exceptional ability to take accurate notes and summarize meetings, conferences, etc. Skill in writing, editing and proofreading documents for spelling, grammar, punctuation, style, abbreviations, and correct format. Strong knowledge and skills in use of personal computers and software applications to prepare reports, presentations and correspondence. Knowledge of automated/internet resources and systems available for conducting database searches and other similar activities. Ability to prioritize and organize work to meet established deadlines. Ability to consistently demonstrate sound ethics and judgment. Ability to maintain professionalism and confidentiality is critical. Skill in administrative matters such as file maintenance, record keeping, reporting and preparation of presentation material. Understanding court and legal terminology a plus.
Employee Benefits
Total compensation with employer paid benefits approximate range: $81,597 - $132,584.
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.
Employer Provided Benefits - Total Compensation Approximation Sample (For Illustration Purposes Only)
- Sample Annual Salary: $60,000.
- Retirement Benefits: $17,760
- Health/Life Insurance & Commuter Reimbursement: $15,494
- Paid Time-Off (Holidays & Accrued Leave): $8,538
- Total Compensation: $101,792
Miscellaneous
Responsibilities include, but are not limited to, the following:
- Act as a liaison and main point of contact between judges and the court unit to ensure that cases proceed smoothly and efficiently. Ensure judges’ courtroom procedures are met.
- Provide guidance and oversight to ensure enforcement of supervision conditions of offenders for judges. Oversee the orderly flow of proceedings, including, but not limited to coordinating calendars, assuring presence of all necessary participants.
- Perform court unit functions such as gathering, scanning, tracking and verifying accuracy of case files that will be required in courtroom progress and status hearings, and ensuring that they are current; preparing case information, such as Judgement and Commitment Orders; and, on limited basis, maintain control of cases assigned to the judges’ hearing calendars.
- Develop and maintain various logs, tracking forms, spreadsheets, electronic files, and databases (i.e. Act, Sentry and Pacer) for the purpose of tracking statistics and data; prepare statistical tables and reports at the request of the executive management team. 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 for the executive management team by greeting individuals in-person and on the telephone, answering routine questions, directing individuals to the appropriate person or department while maintaining a professional image.
- Maintain calendars, arrange travel, prepare travel vouchers for executive management team to ensure adherence to established policies and procedures.
- Prepare correspondence, reports, form letters, and documents. Maintain detailed correspondence control records. Prepare, proofread and edit materials for the executive management team’s signatures. Check for accuracy, proper grammar, and spelling. Sign for executive management team on various correspondence or forms as approved by executive management team.
- Receive, prioritize, maintain, update, track and route all incoming materials to the executive management team 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 office reference materials, such as administrative manuals, forms, bulletins, notices, etc.
- Arrange and coordinate conferences, meetings, and court ceremonies. Prepare agendas and materials, act as secretary for meetings, and take and distribute minute of proceedings.
- Disseminate communications to appropriate managers, executives and peers and follow up on action items to ensure a comprehensive and coordinated response when required.
- Complete a mandatory 20 hours of work-related training.
- Perform other representative duties as assigned.
Application Info
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 at www.cacd.uscourts.gov to download the AO78 application form).
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.