Administrative Assistant (Human Resources)

United States Courts; New York (NY); On-site; USD 50,000 - 60,000; Full time

Job summary

New York Southern District Court is seeking an Administrative Assistant to support the Clerk’s Office and the Probation Office. The role will perform receptionist duties, coordinate intern onboarding and separations, and assist applicants with vacancy inquiries while guiding staff on personnel forms and local policies.

The position requires strong communication, data entry, and proficiency with MS Office applications.

Qualifications

• High school graduate or equivalent; two years general experience required.
• Two years of general clerical/office experience.
• College education may substitute for general experience (1 academic year = 1 year).
• Excellent written and verbal communication; strong interpersonal and customer service skills.
• Punctuality and good time/attendance required.

Responsibilities

• Provide receptionist duties and support HR services.
• Coordinate intern onboarding and separations.
• Answer applicants’ questions about vacancy announcements.
• Assist with information on benefits, time and leave, and local policies.
• Organize HR files electronically and in paper form; maintain spreadsheets.
• Proctor exams and coordinate panel interviews on electronic platforms.
• Conduct employment and reference checks; assist with orientation.
• Support health fair and transit subsidy programs; other duties as assigned.

Skills

Data entry

Word processing

Interpersonal skills

Customer service

Time management

Education

High school diploma

College degree preferred

Tools

MS Outlook

Microsoft Word

Microsoft Excel

Court management system

Job description

Court Name/Organization New York Southern District Court

Overview of the Position The U.S. District Court for the Southern District of New York is a mission driven workplace that values professional growth and exceptional public service. Whether you are beginning your journey in public service or advancing an established career, the court offers a rewarding environment, benefits, and a schedule that supports work life balance. Candidates who wish to grow professionally within a court environment are strongly encouraged to apply.

The Administrative Assistant is a shared services position supporting the Clerk’s Office and the Probation Office and will report directly to the HR Supervisor and HR Manager. The Administrative Assistant will assist in administering a wide range of services such as performing receptionist duties, coordinating interns on-boarding and separations, addressing applicants’ questions pertaining to vacancy announcements, providing information to staff on appropriate procedures for completing personnel-related forms, and provide basic information regarding benefits, time and leave, and local policies and procedures. This position requires the incumbent to perform basic clerical functions including filing, scanning, emailing or faxing documents, sending correspondence to applicants, organizing human resources files and folders electronically and in paper, and maintaining and updating spreadsheets. The incumbent will also proctor exams, coordinate and schedule panel interviews on an electronic platform. Conducting employment and reference checks on candidates being considered for employment, assisting with the orientation program, providing support with Human Resource’s annual health fair and assisting with the transit subsidy program. The incumbent will perform other duties as assigned.

Qualifications

Applicants must be a high school graduate or equivalent. To qualify for CL 23, you must have two years of general experience. General experience is defined as progressively responsible clerical, office, or other work which indicates the possession of or the ability to acquire the particular knowledge and skills needed to perform the duties of the position. A college education may be substituted for general experience on the basis of one academic year (30 semester or 45 quarter hours) equals one year of general experience.

The position requires excellent written and verbal communication skills, excellent interpersonal and customer service skills and must be able to grasp and understand various computer programs of moderate complexity. Applicants must be skilled in data entry, and word processing. The incumbent must be punctual and maintain good time and attendance.

General Experience

Preferred Qualifications:A college degree, word processing experience and knowledge of legal terminology are all highly desirable qualifications.

Preferred Knowledge, Skills, and Abilities

Court Operations: Knowledge of or the ability to learn court operations, functions, and organizational structure. Basic understanding of court documents. Ability to use the court automated case management system in order to obtain or research information needed to perform duties.

IT and Automation: Knowledge and skill in the use of automated equipment including MS Outlook, Word and Excel applications. The applicant is expected to use multiple web-based applications and maintain judiciary privacy and security requirements.

Judgment and Ethics: Ability to consistently demonstrate sound ethics and judgment, maintain court confidentiality and security requirements, and comply with the Code of Conduct for Judicial Employees.

Written and Oral Communication: Must have excellent interpersonal skills and be able to effectively communicate (orally and in writing) to individuals and groups. Ability to interact professionally with a wide variety of stakeholders, providing exceptional customer service and resolving difficulties while complying with regulations, rules, and procedures. Ability to provide and exchange accurate and timely information with individuals within and outside the court.

Employee Benefits

• 11 Paid Holidays
• Group Life Insurance
• Retirement Benefits Plan (FERS)
• Thrift Savings Plan (TSP)
• Flexible Spending Accounts
• Transit Subsidy Program (pursuant to eligibility requirements)
• On-site fitness center
• Employee assistance Program (EAP)
• Mandatory enrollment in electronic funds transfer (EFT) for net pay

Conditions of Employment:

Applicants must be U.S. citizens or lawful permanent residents seeking U.S. citizenship.

In order to be compensated with appropriated funds for aposition within the continental United States, applicants must be:

(2) Lawful permanent resident (i.e., green card holder) who is seeking citizenship as outlined in 8 U.S.C. §1324b(a)(3)(B).

Note:Some noncitizen applicants who are permanent residents may not yet be eligible to apply for citizenship at the time they begin. Such individuals may still lawfully be employed if they provide an affidavit indicating that they intend to apply for citizenship when they become eligible to do so.

Employees of the U.S. District Court are not included in the government’s Civil Service classification and are at-will employees.

All employees, interns and volunteers are required to adhere to the Code of Conduct for Judicial Employees available for public review on the USCourts.gov website.

The successful candidate for this position is subject to a Background check investigation for highly sensitive clearance. This position is subject to mandatory electronic funds transfer for payment of net pay.

The Southern District of New York is devoted to providing an environment that supports internal career development and advancement.

The federal Judiciary is an Equal Employment Opportunity employer.