Administrative Officer

Allegheny County Bar Association; Pittsburgh (Allegheny County); On-site; USD 60,000 - 85,000; Full time

Job summary

The Federal Public Defender for the Western District of Pennsylvania seeks an Administrative Officer for its Pittsburgh office. This leadership role includes overseeing administrative and financial operations across multiple locations, ensuring compliance with federal policies, and fostering staff development in a diverse and inclusive environment.

Benefits

Health/Vision/Dental Insurance

Flexible Spending Accounts

Paid Time Off including Federal Holidays

Public Service Loan Forgiveness Eligibility

Qualifications

• Experience in budget management and financial oversight.
• Expertise in human resources and personnel management.
• Demonstrated ability to lead and supervise staff.

Responsibilities

• Oversee budget formulation and financial operations.
• Supervise and train administrative staff.
• Ensure compliance with policies and manage daily operations.

Skills

Budget Management

Team Leadership

Problem Solving

Human Resources Management

Job description

The Federal Public Defender for the Western District of Pennsylvania is accepting applications for the position of Administrative Officer with a start date in mid-September 2025.

The Administrative Officer reports directly to the Federal Public Defender and plays a critical role in the office’s mission of providing top-tier legal services to its clients. The Administrative Officer manages the administration and operations in support of three office locations (Pittsburgh, Erie, and Johnstown), 50+ staff and interns, and our mission of providing diligent, zealous, and holistic criminal defense representation.

The Administrative Officer is a one-of-a-kind position. We are looking for a leader who can work cooperatively and act independently, manage finite resources effectively, and supervise and promote the professional development of at least three staff members with administrative, financial, or information technology responsibilities. The Administrative Officer serves as a key executive advisor to the Federal Public Defender.

About Us: The Federal Public Defender for the Western District of Pennsylvania provides legal representation to persons financially unable to retain counsel in federal criminal and related proceedings. We handle federal trials, direct appeals to the U.S. Court of Appeals for the Third Circuit, petitions for writ of certiorari to the U.S. Supreme Court, habeas corpus petitions, and related proceedings on behalf of our clients. Representation includes legal, investigative, expert, and other services as necessary to meet the demands of the case and the needs of the client. We are involved in the recruitment, selection, and retention of CJA panel attorneys, and provide training and support to them.

Our office includes the Federal Public Defender and attorneys known as Assistant Federal Public Defenders. In addition to our attorneys, we have a group of talented administrative staff, paralegals, investigators, and information technology experts. The Federal Public Defender’s main office is located in Pittsburgh, with branch offices in Erie and Johnstown.

Pittsburgh is a vibrant and livable city known for its rich history, thriving arts scene, and strong sense of community. Once an industrial powerhouse, it has transformed into a hub for healthcare, education, technology, and innovation. With top-ranked universities, a low cost of living, and easy access to parks, rivers, and diverse neighborhoods, Pittsburgh offers a high quality of life for professionals and families alike.

Responsibilities: The Administrative Officer acts as the principal advisor to the Federal Defender on all aspects of office administration and management. The Administrative Officer ensures compliance with national and local policies and must learn the requirements of the Guide to Judiciary Policy, applicable state and federal statutes, GSA rules and regulations, and directives from the Administrative Office of the U.S. Courts, Defender Services Office, and GSA.

General administration, management, and supervision:
-Directly assists with day-to-day operations, process improvement, policy development, and short- and long-term strategic planning.
-Trains and supervises staff responsible for administrative, financial, and human resources.
-Works to recognize issues and improve office management, efficiency, and effectiveness.
-Develops and maintains internal controls to ensure adequate separation of duties exists for financial, procurement, property management, and human resource functions.
-Analyzes the potential impact of new legislation, policies and regulations on office resources and procedures. Develops plans to ensure the continuation of effective operations and availability of resources.

Budget and financial management:
-Manages financial operations, develops spending plans, and oversees accounting functions, including the disbursement of appropriated funds.
-Formulates the annual budget, develops caseload projections, analyzes staffing needs and resource allocation, and prepares hiring plans.
-Prepares monthly variance reports, status of funds reports, and workload reports for review and approval by the Federal Defender.
-Serves as point person for cyclical fiscal audits, annual internal controls reviews, and Defender Services Office’s program assessments. Advises the Defender on solutions to mitigate any findings.

Human resources and personnel management:
-Advises on hiring, staffing, position classification and compensation, employee performance and evaluation, dispute resolution, benefits administration, and personnel policies.
-Assists in developing strategies to recruit and retain a diverse workforce.
-Collaborates on planning and implementing staff training and development.
-Collaborates on a comprehensive onboarding program for all new employees and interns, and facilitates offboarding and exit interviews.
-Conducts performance evaluations for administrative staff.
-Procurement of government goods and services:
-Determines the need for, and directs procurement of, supplies, equipment, furnishings, and professional services in compliance with judiciary procurement policy.
-Trains and supervises employees responsible for various procurement duties.
-Serves as Contracting Officer for high-value awards for goods, services and experts.
-Serves as liaison to GSA in the areas of leasing, build-out, renovations, and space management.

Property management:
Collaborates with case management, custodial, disposal, and procurement administrators to manage records storage systems and accountable property inventories.

The position is based in Pittsburgh and requires travel to the Erie and Johnstown offices and occasional out-of-district travel for attendance at administrative, case management, and/or financial conferences.

Qualifications: The Federal Defender seeks an Administrative Officer who is a trusted and reliable individual with a heart for public service, good judgment, and an appreciation for the importance of diversity and teamwork. The Administrative Officer must be able to work individually and collaboratively and perform their responsibilities with a strong sense of ethics and integrity. They will understand and value well-run administration; budget and financial management; human resources; information technology, space, and facilities management; and procurement, property, and records management.

Preferred Qualifications:
-Supervision experience
-Budget and financial management experience
-Knowledge of federal government policies
-The successful Administrative Officer is a self-starter and innovative thinker who identifies issues and works to resolve them. If they don’t know the answer to a question, they pursue self-education and seek assistance until they do. They are organized and able to handle multiple tasks. They are dedicated to serving clients by supporting the office as a whole. They are able to effectively train and supervise administrative staff and promote their professional development. The successful candidate will have areputation for integrity and a commitment to providing high quality representation to indigent defendants.

Benefits: This position is full-time with a comprehensive benefits package that includes:
-Generous Health/Vision/Dental/Life Insurance Coverage
-Dependent and Long-term Care Insurance Programs
-Flexible Spending Accounts
-Commuter Benefit Program, including Mass Transit and Parking Reimbursement Accounts
-Earned paid time off, including paid sick leave
-11 Paid Federal Holidays
-Up to 12 weeks of Paid Parental Leave
-Mandatory participation in the Federal Employees Retirement System
-Optional participation in the Thrift Savings Plan retirement account with up to 5% agency matching contributions
-Eligibility for Public Service Loan Forgiveness (PSLF)
-Employee Assistance Program (confidential counseling and assistance)
-Credit for prior federal service

Accessibility: We are committed to an inclusive and accessible application process. If you need an accommodation due to a disability during any stage of the application or interview process, please contact Sumaya Mahmoud at [e-mail]. If hired, we are dedicated to providing reasonable accommodations to support your success and ensure equal access to opportunities in the workplace.
Commitment to Diversity, Equity, & Inclusion: Our office values diversity, is committed to equity and inclusion, and aspires to create a culture of mutual respect, collaboration, openness, and humility that honors the people we represent. We believe representation is better when members of the defense team have diverse backgrounds and experiences. We seek an individual who shares this belief and commitment. We embrace the unique contributions our employees can bring to the Federal Public Defender because of their backgrounds, social identities, and lived experiences. We are interested in applicants’ talent, intelligence, dedication, persistence, and desire to see that all people are treated fairly and respectfully. The Federal Public Defender seeks applications from a diverse group of qualified individuals in terms of race, ethnicity, nation of origin, culture, sex, gender identity and expression, sexual identity, education, opinions, age, languages spoken, veteran status, disability, religion, and socioeconomic circumstance. We especially encourage applications from members of the BIPOC community, people affected by the criminal legal system, and people from other underrepresented and historically marginalized groups.

Application Process: We aim to make the hiring process as transparent as possible. Below is an overview of the key steps with anticipated dates:

Application Submission: May 28- June 17, 2025
Interested applicants are invited to apply by submitting a single pdf document that includes a cover letter, resume, and writing sample via email to the attention of: Elisa A. Long, Federal Public Defender
[e-mail], Subject: 2025-07

Application Review: May 28- June 20, 2025
Our hiring committee will review applications and select candidates to be interviewed based on qualifications and experience.

Initial Interviews: July 2-7, 2025
Selected candidates will be invited for an initial interview, which may be conducted virtually or in-person.

Second Round Interviews/Assessments: July 10-11, 2025
Finalists will be invited for a second round, which may include a more in-depth interview or skills assessment