The Administrative Assistant provides advice and assistance to the Defender and/or the Administrative Officer in a variety of administrative and management areas, including financial, personnel, procurement, and operations. General duties and responsibilities include, but are not limited to:

• Processes and tracks a variety of time-sensitive human resources actions, such as appointments, promotions, separations, terminations, retirements, and within-grade increases
• Provides advice and assistance to employees and managers on various benefit programs, such as health benefits, life and disability insurance, and leave policies
• Maintains and monitors human resources records, including leave and timekeeping records
• Maintains, with the Defender and/or Administrative Officer, a system of internal controls to assure the proper segregation of procurement functions and adherence to federal and local procurement practices and procedures
• Reviews and submits invoices for payment, ensuring accuracy and appropriateness
• Assists with procuring supplies and professional contract services from government and non-government sources through competitive bids, existing government contracts, or new contracts
• Maintains and updates office manuals and internal controls

• High school diploma or equivalent required. College degree preferred.
• Minimum of two years of specialized experience in administrative, financial, procurement or personnel principles practices, methods and techniques
• Knowledge of accounting principles
• Knowledge of budget preparation and management, personnel management, and operations in a legal environment
• Experience as a financial and administrative manager performing progressively responsible duties
• Skills and ability to execute the duties of the position

Occasional travel within the district may be required. Overnight travel for training outside the district may also be required.

Appointment is subject to a satisfactory background investigation.

Experience that provides evidence the individual has:

• A general understanding of the methods and skills required for accomplishing the tasks outlined in the Primary Job Duties section above
• A general understanding of office confidentiality issues, such as attorney/client privilege
• The ability to read, analyze and interpret common technical journals and legal documents
• The ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form
• The ability to analyze and apply relevant policies and procedures to office operations
• The ability to exercise good judgment in a mature and diplomatic manner
• The ability to communicate orally and in writing
• A general knowledge of office practices and legal processes
• The ability to recognize and analyze problems and recommend practical solutions
• The ability to use a personal computer

Educational Substitutions
Education above the high school level in accredited institutions may be substituted for the general experience on the basis of one academic year (30 semester or 45 quarter hours) equals nine months of experience.

Completion of all the requirements for a bachelor’s degree from an accredited college or university and having met one of the following may be substituted for one year of specialized experience:

Completion of a master’s degree or two years of graduate study (36 semester hours) in an accredited university in such fields as business or public administration, accounting, personnel management, information systems, legal management or other field closely related to the subject matter of the position, or completion of a Juris Doctor (JD), may be substituted for two years of specialized experience.

Minimum of two years of specialized experience in administrative, financial, procurement or personnel principles practices, methods and techniques; and

• a comprehensive knowledge of administrative management principles, practices, methods and techniques;
• the ability to identify and evaluate pertinent facts and regulations, policies and precedents;
• skill and judgment in the analysis of management issues;
• knowledge of budget preparation and management, office automation, personnel management, and operations in a legal environment;
• experience as an administrative manager performing progressively responsible duties;
• the skills and ability to execute the duties of the position.

The position includes a comprehensive benefits package that includes generous insurance coverage, dependent and long-term insurance programs, flexible spending accounts, earned paid time off, mandatory participation in the Federal Employees Retirement System, optional participation in the Thrift Savings Plan retirement account with up to 5% agency matching contributions, and an Employee Assistance Program. A one day per week telework option may be available.

No telephone calls please. Qualified applicants may apply by submitting one PDF , which includes a letter of interest outlining experience, a resume, and a work reference to SCX_Employment@fd.org