Judicial Assistant or Paralegal to the Chief Judge

Summary

The Judicial Assistant to the Chief Judge/Paralegal to the Chief Judge will provide comprehensive legal and administrative support to an Article III Federal Chief Judge, ensuring the efficient operation of chambers and facilitating the judge's duties. This role requires an organized, proactive individual capable of handling confidential matters, coordinating high-level events, managing special projects, and supporting legal and administrative functions within a demanding environment.

Duties

Responsibilities of the position include, but are not limited to: Administrative and Document Management: Compose, prepare, and edit legal documents, correspondence, memoranda, and agendas for meetings and conferences. Prepare, proofread, and edit various reports and materials, ensuring completeness and accuracy. Take minutes during meetings and follow up on action items. Oversee court committees and advisory council by tracking term end dates, preparing letters, and managing related correspondence. Schedule and Event Coordination: Efficiently manage the judge's schedule in coordination with the Executive Assistant. Organize and prepare materials for the judges' administrative conferences and coordinate meetings, including setup and arrangements for refreshments. Organize weekly judges' lunch meetings, including invitations, set up and clean up, and monthly special occasion recognition. Assist with special court events, including court ceremonies, judicial conferences, and various events. Correspondence and Communication: Receive, screen, and direct inquiries in person, email, or via telephone; respond to basic questions regarding case status and scheduling. Handle special correspondence with professionalism, including sensitive legal matters and high-profile communications. Reporting and Case Management: Develop, organize, and maintain detailed records for all reports required of the Chief Judge, ensuring accuracy and timely completion. Oversee the monthly paneling of judges, including the visiting judges, ensuring accurate tracking and documentation of judge sittings. Track and manage all en banc cases, ensuring compliance with procedural requirements and adherence to established timelines. Operational Support: Monitor chambers' day-to-day operations, coordinating resources and ensuring the efficient functioning of the Chief Judge's chambers. Process judge intercircuit assignments, vet law clerk applicants, and provide guidance on internal rules and procedures. Support the chambers by helping manage internal maintenance of the chambers and organization of chambers' materials. Provide backup assistance to the chambers' Executive Assistant as needed or required. Additional Duties: Perform a wide variety of special projects at the request of the judge. Support and participate in the court's periodic away sittings. Assist the court's Learning Center with class trips and occasional projects.

Qualifications

The ideal candidate possesses strong organizational and multitasking abilities with keen attention to detail. Excellent written and verbal communication skills are essential, including experience in proofreading and editing documents. Proficiency with Office 365 and other applications for preparing and managing documents and spreadsheets is required. The ability to maintain strict confidentiality and handle sensitive information with discretion is crucial. Prior experience in a legal or judicial setting is preferred. Judicial Assistant Education Bachelor's degree from an accredited college or university is required. Experience JSP 8: Five (5) years of administrative experience of which three (3) years must be progressively responsible experience in the legal field. JSP 9: Six (6) years of administrative experience of which four (4) years must be progressively responsible experience in the legal field. JSP 10: Seven (7) years of administrative experience of which five (5) years must be progressively responsible experience in the legal field. JSP 11: Eight (8) years of administrative experience of which six (6) years must be progressively responsible experience in the legal field. Educational Substitutions: Education in a college, university, or secretarial school of recognized standing may be substituted for a maximum of one year of the general experience on the basis of 30 semester (45 quarter) hours equal nine months of experience. A bachelor's degree from a college or university of recognized standing may be substituted for two years of general experience. Education in a legal or paralegal curriculum may be substituted for a maximum of two years of specialized experience on the basis of one full academic year (30 semester or 45 quarter hours) equals one year of experience. Less than one year will be credited on a pro-rata basis. Paralegal Education Bachelor's degree from an accredited college or university or a paralegal certificate from an accredited paralegal program. Experience JSP 8: Six (6) months of progressively responsible experience that is in or closely related to the work of the position that has provided the particular knowledge, skills, and abilities to successfully perform the duties of the position. JSP 9: One (1) year of progressively responsible experience that is in or closely related to the work of the position that has provided the particular knowledge, skills, and abilities to successfully perform the duties of the position. JSP 10: Two (2) years of progressively responsible experience that is in or closely related to the work of the position that has provided the particular knowledge, skills, and abilities to successfully perform the duties of the position. JSP 11: Three (3) years of progressively responsible experience that is in or closely related to the work of the position that has provided the particular knowledge, skills, and abilities to successfully perform the duties of the position or a juris doctor (JD) from a law school of recognized standing.

Education

Bachelor's degree from an accredited college or university or a paralegal certificate from an accredited paralegal program.

How You Will Be Evaluated

Applicants will be evaluated based upon review of their qualifications and the application package.

Required Documents

Cover letter, résumé, professional references, and AO-78, Federal Judicial Branch Application for Employment.

How to Apply

To be considered application packages must include: Cover letter of no more than two pages, wherein the applicant describes the knowledge, skills, abilities, and or experience that would make her/him well qualified to fill this position. Résumé outlining educational background, employment history, and other relevant information. A list of two professional references that include name, title, and contact information. Completion of the online AO-78, Federal Judicial Branch Application for Employment. Completion of the online aptitude tests and personality assessments. Once you have the cover letter, résumé, and professional reference files (items 1, 2, and 3 above) readily accessible in PDF format, follow the below link to submit your files and complete the online AO-78 and online tests (items 4 and 5 above): https://www.ondemandassessment.com/o/JB-XQQQQJ6VL/landing?u=1142493 Applicants who require an exception to the online application may contact Human Resources to request an alternate method using the following email: hr@cafc.uscourts.gov. Applications submitted to this email address will not be reviewed.

What to Expect Next

Applicants selected for an interview will be contacted.

Additional Information

For full posting, please visit: https://www.cafc.uscourts.gov/wp-content/uploads/HR/JobAnnouncements/CAFC-26-18-JudicialAssistantToTheChiefJudgeOrParalegaToTheChiefJudge.pdf

The ideal candidate possesses strong organizational and multitasking abilities with keen attention to detail. Excellent written and verbal communication skills are essential, including experience in proofreading and editing documents. Proficiency with Office 365 and other applications for preparing and managing documents and spreadsheets is required. The ability to maintain strict confidentiality and handle sensitive information with discretion is crucial. Prior experience in a legal or judicial setting is preferred. Judicial Assistant Education Bachelor's degree from an accredited college or university is required. Experience JSP 8: Five (5) years of administrative experience of which three (3) years must be progressively responsible experience in the legal field. JSP 9: Six (6) years of administrative experience of which four (4) years must be progressively responsible experience in the legal field. JSP 10: Seven (7) years of administrative experience of which five (5) years must be progressively responsible experience in the legal field. JSP 11: Eight (8) years of administrative experience of which six (6) years must be progressively responsible experience in the legal field. Educational Substitutions: Education in a college, university, or secretarial school of recognized standing may be substituted for a maximum of one year of the general experience on the basis of 30 semester (45 quarter) hours equal nine months of experience. A bachelor's degree from a college or university of recognized standing may be substituted for two years of general experience. Education in a legal or paralegal curriculum may be substituted for a maximum of two years of specialized experience on the basis of one full academic year (30 semester or 45 quarter hours) equals one year of experience. Less than one year will be credited on a pro-rata basis. Paralegal Education Bachelor's degree from an accredited college or university or a paralegal certificate from an accredited paralegal program. Experience JSP 8: Six (6) months of progressively responsible experience that is in or closely related to the work of the position that has provided the particular knowledge, skills, and abilities to successfully perform the duties of the position. JSP 9: One (1) year of progressively responsible experience that is in or closely related to the work of the position that has provided the particular knowledge, skills, and abilities to successfully perform the duties of the position. JSP 10: Two (2) years of progressively responsible experience that is in or closely related to the work of the position that has provided the particular knowledge, skills, and abilities to successfully perform the duties of the position. JSP 11: Three (3) years of progressively responsible experience that is in or closely related to the work of the position that has provided the particular knowledge, skills, and abilities to successfully perform the duties of the position or a juris doctor (JD) from a law school of recognized standing.