Position: Executive Assistant to the Clerk of Court
Vacancy: 25-02
Position Location: Pittsburgh, Pennsylvania
Anticipated Starting Salary:
CL 26, $55,665-$90,449 (depending on qualifications)
CL 27, $61,138- $99,408 (depending on qualifications)
Appointment at CL 26 has future promotion potential to CL 27 without further advertisement.
Application Deadline: Open until filled. Preference will be given to those applications received by May 25, 2025.
Overview
The United States District Court for the Western District of Pennsylvania is seeking a highly organized and detail-oriented Executive Assistant to the Clerk of Court. The incumbent performs and coordinates administrative, technical, and professional work related to multiple administrative functions and ensures compliance with court policies. The incumbent supports the Clerk of Court and Chief Deputy in correspondence, filings, scheduling and public-relations efforts. The incumbent serves as the Court’s central resource for executive action items and meeting coordination. The incumbent is responsible for the planning and coordination of court sponsored events, ceremonies and clerk’s office events.
Representative Duties
Liaison and Communication: Serves as a liaison on behalf of the Clerk of Court with judges, chambers, other court units, Administrative Office and related justice agencies. Assists in the preparing and distribution of general orders, press releases, policies, and other correspondence. Maintains confidentiality of sensitive court matters. Disseminates communications to managers, executives, and peers, ensuring follow-ups on action items.
Executive Support: Provides professional administrative support to the Clerk and the Chief Deputy Clerk. Receives, screens, and refers telephone callers. Routes mail and answers general inquiries on behalf of the Clerk and Chief Deputy. Proofreads all documents and materials for errors, appropriate format, proper syntax, grammar, spelling and typographical errors, to ensure accuracy prior to the Clerk or Chief Deputy’s review. Maintains the calendar and sets appointments for the Clerk and Chief Deputy.
Court Related Events: Plans and coordinates court related events such as civics events, attorney ceremonies and investitures and judicial ceremonies, special office events and meetings. Primarily responsible for event logistics including catering and security arrangements. Assists with preparing programming, agendas and minutes. Maintains calendar for courtroom sharing and conference room coordination. Oversees logistics for court conferences, including site planning, security, and hospitality. May include travel for conferences.
Public Inquiries: Responds to public and media inquiries or directs inquiries to appropriate parties. Conducts research and drafts responses for the Clerk as needed.
Operations and Records Management: Establishes and maintains Clerk’s records and files including standing orders, court policies and administrative files. Conducts research and analysis on procedural matters. Writes, edits, and revises policies, procedures, guides, and manuals. Prepares and manages statistical and operational reports. Assists in maintaining court directories and official documents.
Travel Coordination: Arranges travel itineraries for the Clerk and Chief Deputy, ensuring compliance with judiciary policies. Prepares and audits travel vouchers for reimbursement.
Attorney Admissions: Reviews and processes attorney admission applications. Coordinates attorney admission ceremonies and maintains attorney admission databases. Assists with attorney discipline and admissions committee matters.
Administrative Support: Maintains and coordinates updates to the Court’s website, ensuring accurate content and design. Assists in maintaining and updating official forms and templates and presentations in Microsoft Office Adobe PDF, and PowerPoint. Manages workflow efficiency by developing administrative procedures and project management systems. Assists Human Resources with recruitment efforts. Also assists in magistrate judge reappointments, recruitments, and surveys.
Additional Duties: Participates in special projects related to the administrative functions of the Clerk of Court and performs other duties as assigned. Maintains confidentiality of sensitive matters.
Qualification Requirements
*Specialized Experience means progressively responsible clerical or administrative experience that is in, or closely related to, the work of the position and which has demonstrated the particular knowledge, skills, and abilities to successfully perform the duties of project management and executive assistant work.
Preferred Qualifications/Court Preferred Skills
Benefits
Employees are eligible for a full range of benefits to include retirement, health and life insurance, flexible benefits, paid holidays, and annual and sick leave accrual. Go to https://www.uscourts.gov/careers/benefits for additional information.
Telework
This position requires work to be performed in the office. Telework may be permitted after six months on a limited basis.
Conditions of Employment
Background Investigation
This position is classified as a sensitive position which requires the selected candidate to submit to a background clearance, which will include a criminal history, credit and FBI fingerprint check as a condition of employment and may be subject to periodic updates. The selected candidate will be hired provisionally pending the successful completion of the required background check and favorable employment suitability determination. A negative finding from the background check may result in termination of employment.
Applicant Information
The court reserves the right to modify the conditions of this job announcement, to withdraw the job announcement, and/or to commence interviews immediately, any of which may occur without prior written or other notice. In the event a position becomes vacant in a similar classification within a reasonable time from the original announcement, the Court may select an appointee from the candidates who responded to the initial announcement without re-posting the vacancy. Applicants are advised that false statements or omission(s) of information on any application materials may be grounds for non-selection, withdrawal of an offer of employment or dismissal after being employed.
How to Apply
Apply only through the court’s online application tracking system which is accessed at the Employment Section (Court Info) of the Western District of Pennsylvania website: https://www.pawd.uscourts.gov/employment
Please submit the following:
Applicants will receive an email confirmation upon receipt. Incomplete applications may not be considered. Only candidates selected for testing and interview will be notified and must travel at their own expense. Relocation expenses will not be reimbursed.
District Overview
The District’s jurisdiction encompasses the 25 western counties of Pennsylvania, with courthouses located in Erie, Johnstown and Pittsburgh. The District is comprised of United States District Judges, United States Senior District Judges, United States Magistrate Judges and approximately 165 employees.
The United States District Court, Western District of Pennsylvania, is an
Equal Opportunity Employer and values diversity in the workplace.
Job Type: Full-time
Pay: $55,665.00 - $99,408.00 per year
Benefits:
Schedule:
People with a criminal record are encouraged to apply
Work Location: In person