Job Description

Ninth Circuit Office of Workplace Relations

$61,119 - $99,314* (CL 25) 

San Francisco, CA

Telework options may be available

*Actual salary based on qualifications and experience

Do you possess excellent communication and organizational skills? Can you work well both independently and as part of a team? If you are interested in a position that supports the federal judiciary's mission of ensuring equal justice under the law, as well as the Ninth Circuit's efforts in preventing and resolving workplace issues, come join our talented and diverse team at the Office of Workplace Relations!

About the Role

The Administrative Assistant, Office of Workplace Relations (OWR), reports directly to the Director of Workplace Relations for the Ninth Circuit and provides administrative support to the entire OWR team, which consists of the Director, the Deputy Director, two attorneys, and one Workplace Relations Analyst.

Representative duties include:

• Assisting OWR in supporting districts and offices throughout the circuit to comply with the Ninth Circuit Employment Dispute Resolution (EDR) Policy.
• Assisting in fielding and processing requests for informal advice, requests for assisted resolution, and formal Employment Dispute Resolution (EDR) complaints.
• Assisting lead staff to the Workplace Environment Committee, Opportunity and Equality Committee, and related committees of the Ninth Circuit Judicial Council. Help prepare and proof agendas, meeting materials, form letters, reports, correspondence, minutes, and other documents and correspondence.
• Planning, booking, and monitoring travel for the OWR team.
• Assisting in meeting planning, including estimating costs, submitting meeting requests, reserving meeting spaces, and handling other logistics of OWR meetings and events.
• Assisting in preparing OWR training materials and presentations.
• Assisting in maintaining and updating OWR internal and external webpages.
• Other duties as assigned.

Required skills:

• Skill in filing electronic and hard copy documents and knowledge of filing requirements.
• Ability to follow detailed instructions accurately and to multitask. Skill in organizing own work. Ability to work under pressure of short deadlines.
• Knowledge of secretarial and administrative principles, practices, methods, and techniques in a court or similar environment. Skill in administrative matters such as file maintenance, recordkeeping, reporting, and preparation of presentation material.
• Skill in assisting with planning, organizing, and handling logistical arrangements for meetings, conferences, and events.
• Ability to apply office policies, procedures, practices, and guidelines related to office administration. Ability to learn office operations and terminology. Ability to learn office and organizational roles and responsibilities.
• Skill in spelling, grammar, and proofreading. Ability to communicate effectively (orally and in writing) to individuals and groups to provide information.
• Knowledge of and skill in using software and keyboarding for word processing, spreadsheets, email, computers, report generation, and office communication. Skill in using standard office equipment.
• Online skills such as basic research, creating online polls, and commercial virtual remote environments such as MS Teams, Zoom, and SharePoint.

Required Qualifications

• An Associate's or Bachelor's degree with 2+ years of experience; or 5+ years working in a professional office setting.
• Knowledge of administrative practices, methods, and techniques.
• Demonstrated ability to maintain strict confidentiality and discretion, and to safeguard highly confidential information and documents.
• Skill in managing an executive office in a professional atmosphere.
• Superior ability in proofreading documents for spelling, grammar, punctuation, style, abbreviations, and correct legal citation formats.
• Skill in assisting with planning, organizing, and handling logistical arrangements for meetings, conferences, and events.
• Excellent skills in interpersonal communications, including the ability to use tact and diplomacy in dealing effectively with all levels of managers, staff, judges, and internal and external customers.

Preferred Qualifications

• Experience working in an office of workplace relations, human resources, or related field.
• Knowledge of Microsoft Office, SharePoint, Excel, OneNote, and PowerPoint.
• Experience conducting surveys and/or working with survey data.
• Federal Judiciary Experience.

About the Office

OWR is a division of the Office of the Circuit Executive for the Ninth Circuit (OCE). The Office of Workplace Relations was established in January 2019 and was the first office of its kind in the federal judiciary. OWR leads the Ninth Circuit's efforts in preventing and resolving workplace issues. The Office of the Circuit Executive (OCE) serves the Ninth Judicial Circuit of the United States, which is the largest federal circuit in the country, comprising nine western states and two United States territories. The OCE, including OWR, serves the Court of Appeals as well as all District Courts, Bankruptcy Courts, Probation and Pretrial Services Offices, and Federal Public Defender's Offices within the Ninth Circuit.

Position Details

Location: The Office of the Circuit Executive (OCE) is based at the James R. Browning United States Courthouse in San Francisco, California. Remote work options (telework) may be available for this position at the discretion of the Director of Workplace Relations.

Rewards & Perks

Salary: $61,119 - $99,314 (CL 25), depending on qualifications and experience.

Time off: 11 paid holidays, 13 vacation days, and 13 sick leave days per year. After three years (including any prior federal work experience), vacation days accrue at a higher rate.

Benefits:

• Federal pension plan and optional employer-matching Thrift Savings Plan (similar to a 401K).
• Choice of a variety of employer-subsidized federal health and life insurance plans.
• Optional dental, vision, and long-term care coverage.
• Flexible spending account to pay out-of-pocket health and dependent care expenses with tax-free dollars.
• Public transit subsidy.
• On-site gym (in Browning Courthouse).
• Remote/Telework/Work-From-Home options are available.

How to Apply

Please submit your application materials in PDF format through the Career Portal and include: (1) a short cover letter responding to this vacancy announcement; (2) an up-to-date resume; and (3) a list of three work references, two of which must be current or former supervisors. Only applications with these required materials will be considered.

Next Steps

• Priority consideration will be given to applicants who apply by February 7, 2025.

• Position will remain open until filled.

Conditions of Employment

Must be a U.S. citizen or permanent resident in the process of applying for citizenship. Successful applicants are provisionally hired pending results of background investigation and fingerprinting. Positions with the U.S. Courts are at-will, excepted service appointments, and may be terminated with or without cause by the OCE. Employees are required to adhere to the Code of Conduct for Judicial Employees ( Direct deposit of pay is required.

The OCE reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, for any reason including but not limited to budgetary issues. Said modifications may occur without prior written or other notice.

Equity Focused Employer

We value diversity and are committed to equity and inclusion in our workplace. The OCE encourages applications from all qualified individuals and seeks a diverse pool of applicants in terms of race, ethnicity, national origin, sex, gender identity and expression, sexual orientation, age, languages spoken, veteran's status, disability, religion, and socio-economic circumstance.

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