Full Job Description
Position Overview, Position Duties and Responsibilities
The United States District Court for the Northern District of Illinois is now accepting applications for an Executive Assistant to the Clerk of Court. Consideration will only be given to those who apply through the Court’s online applicant tracking system and submit a cover letter and resume. To apply, please see the “Notice to Applicants” section listed below.
This position is located in the Clerk’s Office of U.S. District Court for the Northern District of Illinois. The Executive Assistant to the Clerk of Court provides is an essential position in the Clerk’s Office. As the Executive Assistant, you have the opportunity to support the Clerk of Court in providing excellent customer service to the public, litigants, media, judges, government agencies and other members of the Clerk’s Office. This position works directly with the senior management team to ensure the Clerk’s Office provides litigants and judges the services necessary to maintain the mission of the Court. This individual maintains several key tasks for the Court and Clerk’s Office and must balance competing needs successfully. This position reports directly to the Clerk of Court.
POSITION DUTIES AND RESPONSIBILITIES
Receives, screens, and responds to telephone calls and personal visitors. Answers complex inquiries and provides assistance to the public as authorized, maintaining the confidentiality of sensitive matters. Inquiries come from many sources, including judges and their staff, other court support units, members of the bar, and the media.
Prepares executive correspondence, legal documents, and other materials from dictation, rough copy, or own notes, for the Clerk of Court’s review and signature. Reviews, analyzes, and edits materials prepared by others for the Clerk of Court’s signature.
Prepares draft orders and policies as necessary.
Acts as Liaison with other courts to ensure that clear and timely communication is provided to the public and judges.
Advises managers, executives or judges, and may serve as project manager, on special initiatives on any or all of the following related matters: organizational structure, court operations, process improvements, and other related issues.
Communicates and responds to judges, chambers staff, management and other governmental agencies’ requests regarding court operations.
Responds to requests for information and clarification from department representatives regarding the budget, operational data, or related information.
Maintains the Clerk of Court’s calendar. Arranges meetings or other events, including notification to participants and logistical coordination. Arranges for the most economical travel and lodging for the Clerk of Court and professional staff. Prepares travel payment vouchers in accordance with existing policies and regulations.
May assist in performing internal reviews and/or data quality reviews for the court unit.
Ability to conduct research and analyze court records, policies and procedures in order to provide sound advice to the senior management team.
Develops standard office procedures and provides guidance to other administrative and operational support staff in the performance of their duties.
Acts as secretary for meetings, attending to needs of participants, preparing materials, keeping notes of proceedings, and writing and distributing minutes.
Performs other duties as assigned.
Job Requirements and Qualifications
The candidate must be proficient in office management and have excellent technical, communication and organizational skills. Experience providing executive-level administrative support or administrative management functions in a professional environment is required. The candidate will be required to exercise a high degree of interpersonal skill in dealing with court staff, federal agency officials, and the public. Must have a demonstrated ability to maintain a high level of confidentiality and discretion, work independently with a positive attitude, take directions well, and exercise good judgment without close supervision. Applicant should have knowledge of legal documents and terminology and be skilled in their usage of grammar, spelling, punctuation, and proofreading. A successful candidate must have skill in the use of technology and software such as the Microsoft Office Suite of products and the ability to learn various other types of systems and software. The successful applicant should be adaptable, flexible, customer-focused, and have a strong sense of personal and professional integrity. The successful candidate must be able to display professional and positive demeanor and appearance appropriate for a court environment (business/office wear-professional). The selected candidate will be subject to an FBI fingerprint check as a condition of employment and may be subject to periodic updates.
Compensation and classification level will be set based on the work experience, qualifications, and salary history of the successful candidate. To qualify at a CL 27, applicants must have two years of progressively responsible specialized administrative, technical, professional, supervisory or managerial experience that demonstrates the knowledge, skill, and ability to successfully perform the duties of the position. To qualify at the CL 28 level, applicants must have two years of specialized experience, including at least one-year equivalent to work at the CL 27 level. Specialized experience is progressively responsible experience that is in, or closely related to, the work of the position and has provided the particular knowledge, skills and abilities to successfully perform the duties of the position.
Notice to Applicants
Consideration will only be given to those who apply through the court’s online applicant tracking system and provide a cover letter and resume. To view openings and to apply, visit our applicant tracking system at: ILND Jobs. This position is open until filled, but applications received by November 3, 2020 will receive first consideration.
Due to the volume of applications received, the Court will only communicate with those applicants who will be interviewed. Applicants selected for interviews will be communicated with only through email and must travel at their own expense. Relocation expenses will not be reimbursed. Applicants will be screened to determine their experience and qualifications.
Prior to appointment, the finalist candidate will be required to satisfactorily complete a criminal background investigation. The Court requires employees to adhere to a Code of Conduct, which is available upon request. Direct deposit is required for payment of compensation for employees. Employees of the District Court, Northern District of Illinois are excepted service appointments. Employees are considered at-will and are not covered by federal civil service classifications or regulations. The United States District Court is an Equal Opportunity Employer.
To be eligible for employment, applicants must meet one of the following requirements:
Person who owes allegiance to the U.S. (i.e., nationals of American Samoa, Swains Island, and the Northern Mariana Islands);
Person admitted as a refugee or granted asylum who has filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible; or
Lawful permanent resident (i.e., green card holder) who is seeking citizenship. A lawful permanent resident "seeking citizenship":
May not apply for citizenship until he or she has been a permanent resident for at least five years (three years if seeking naturalization as a spouse of a citizen);
Must apply for citizenship within six months of becoming eligible; and
Must complete the process within two years of applying (unless there is a delay caused by the processors of the application).
The Court reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, any of which may occur without prior written or other notice.
INFORMATION ABOUT THE NORTHERN DISTRICT OF ILLINOIS
The Northern District of Illinois is home to the five largest cities in Illinois: Chicago, Aurora, Rockford, Joliet, and Naperville. Also known as "The Windy City," Chicago is the third most populous city in the U.S. with over 2.7 million inhabitants and nearly 10 million people living in the Chicago metropolitan area. With Lake Michigan as its eastern border, Chicago covers more than 237 square miles.
Chicago is home to numerous museums and cultural institutions including Art Institute of Chicago, Field Museum, Museum of Science and Industry, Shedd Aquarium, and Adler Planetarium. A center of art and culture, Chicago has over 200 theaters, nearly 200 art galleries, and more than 7,300 restaurants.
Known for its magnificent skyline, Chicago is home to buildings designed by some of the world’s most renowned architects including Daniel Burnham, Louis Sullivan, Frank Lloyd Wright, and Mies van der Rohe, who designed the Dirksen Courthouse.
Major Chicago universities include University of Chicago, Northwestern University, Loyola University, University of Illinois Chicago, DePaul University and Illinois Institute of Technology. Professional Chicago sports teams include the Bulls (NBA), Sky (WNBA), Bears (NFL), Cubs (MLB), White Sox (MLB), Fire (MLS), Chicago Blackhawks (NHL), and Red Stars (NWSL). Chicago is a major world finance center. The Federal Reserve Bank of Chicago, the Chicago Stock Exchange, the Chicago Board Options Exchange, and the Chicago Mercantile Exchange are within blocks of the Courthouse. The Northern District of Illinois is home to three international airports including O’Hare International Airport, among the busiest airports in the world.