Executive Assistant

U.S. Courts
Washington, DC Full Time
POSTED ON 8/17/2020 CLOSED ON 8/28/2020

What are the responsibilities and job description for the Executive Assistant position at U.S. Courts?

The Executive Assistant position is in the Information Technology Office (ITO) & reports directly to the Director of Information Technology. The incumbent is responsible for providing a wide variety of administrative, technical, & specialized assistance to help maintain the smooth & efficient operation of the IT department.

Please see the original vacancy announcement by clicking the following link: http://www.cafc.uscourts.gov/sites/default/files/Employment/CAFC-20-11.pdf.

Qualifications:

Required Competencies
Candidates must demonstrate the ability to work with all levels of staff in an organized and professional manner and have the ability to effectively communicate both orally and in writing. The ideal candidate will have knowledge of administrative and procurement procedures, guidelines, policies and protocols. Candidates must demonstrate sound and mature problem-solving skills and judgment and exhibit a professional and positive demeanor and a customer-focused attitude. The preferred candidate will possess federal procurement experience.

Required Qualifications
Education
Candidates must possess an associate's degree from an accredited college or university. A bachelor's degree is preferred.

Specialized Experience
Candidates must have a minimum of two (2) years of progressively responsible clerical or administrative experience that provided thorough knowledge of the rules, regulations, practices and principles required to successfully perform the duties of this position and involved the routine use of specialized terminology and automated software and equipment for word processing, data entry, and report generation.
  • To qualify for the CL 25, at least one of the two years of specialized experience must have been at or equivalent to the CL 24 (GS 8) level.
  • To qualify for the CL 26, at least one of the two years of specialized experience must have been at or equivalent to the CL 25 (GS 9) level.

Responsibilities:

Under the guidance of the IT Director, procures supplies, equipment, & services through new contracts, competitive bids, or existing government contracts for all ITO purchases. Participates in the assessment of requests for goods & IT services by ensuring that they are allowable under limitations, restrictions, & policies.

Determines the availability of funds. Reviews accounting records of each functional allotment & reconciles accounts. Researches suppliers based on price, quality selection, service, support, availability, reliability, production, & distribution capabilities to provide recommendations. Drafts specifications, solicitations, & requests for proposals for review. Obtains & reviews initial IT bids, quotes, & proposals from vendors & contractors & discusses evaluations with requesters & subject matter experts. Uses financial management software to issue requisitions. Adheres to the Guide to Judiciary Policy & Judiciary Procurement Program Procedures on procurement practices.

Coordinates with vendors on supply & delivery of purchased items. Monitors contract performance to ensure compliance with contracted obligations. Assists with clarifying contract requirements & resolving conflicts. Receives, reviews, & files quotes, invoices, & other IT related financial records. Reviews all court VOIP bills for accuracy. Communicates with vendors to resolve billing discrepancies. Develops & maintains logs, tracking forms, spreadsheets, & databases for tracking department purchases, inventory, & VOIP device distribution & user information. Serves as primary liaison between ITO & technology vendors. Maintains database of vendors & supply sources for IT goods & services.

Prepares and maintains correspondence, reports, form letters, & documents. Prepares, proofreads, & edits materials, including monthly memos, for accuracy, proper grammar & spelling. Assists the IT Director in planning meetings & maintains the ITO electronic calendar. Prepares meeting minutes of proceedings. Prepares travel authorizations for ITO staff travel & processes travel vouchers according to judiciary policy & procedures.

Coordinates general activities in the ITO office. Oversees maintenance of consumable supplies. Researches, prepares, & submits supply requests. Distributes purchase logs documenting ITO government purchase card transactions. Reports matters regarding the office's physical needs, such as heating, cooling, lighting, & cleaning to the Administrative Services Office.

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