Beyond administrative support, the Supervisory Administrative Assistant will play an active role in process improvement initiatives, contributing to the evaluation and refinement of office policies and procedures, and ensuring compliance with federal regulations and Defender Services guidelines. The position requires a high degree of professionalism, discretion, and the ability to exercise sound judgment with minimal supervision

Conditions of employment

• Appointment to this position is contingent upon the successful completion of an FBI name and fingerprint check.
• You must be a U.S. citizen or person authorized to work in the United States.
• Advanced proficiency in Excel and Microsoft Office is required.
• Hands-on experience reviewing financial statements and other documents is expected.

Qualifications

• General administration and management: responding to administrative inquiries from staff, ensuring adherence to personnel and procurement procedures and regulations, and assisting in the maintenance and monitoring of internal controls.
• Financial management: assisting with financial operation and budget projections, reviewing and analyzing relevant data for staffing needs and resource allocation purposes, monitoring and controlling expenses and day-to-day accounting functions alongside the financial administrator, maintaining accounting records, and preparing and reviewing vouchers for payment.
• Personnel administration and management: providing the Defender and Administrative Officer with technical advice in the areas of staffing, recruitment, compensation, and evaluation of employees, assisting in the creation of personnel policies, and maintaining personnel records.
• Space, telecommunications, and office automation management: coordinating construction projects and office relocations, renovations and repairs, assisting with the procurement, installation and oversight of telecommunications equipment, and contracting for office equipment and furniture.
• Purchasing, procurement, and property management: acts as advisor to staff in purchasing and procurement matters, monitors funds, assists with maintenance of data and administrative files.
• Office operations: relieves the Administrative Officer of routine operation concerns, supervises office staff as assigned, may participate in training programs and other educational events for staff members.
• Other duties: as designated by the Defender, may supervise the work of the Financial Administrator, Property and Procurement Administrator, and Personnel Administrator.

• An advanced degree in business administration, finance, public administration, organizational leadership, business analytics, or a related field.
• Prior experience in a state or federal public defender officer or comparable state or federal government agency.
• Spanish fluency is highly preferred.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Accurate compliance with these application instructions is a factor expressly considered in the evaluation of the applicant.

In one PDF document, please submit:

• A letter of interest
• Résumé
• Three references

Next steps