Administrative Technician

Summary

The U.S. Probation Office for the Southern District of Indiana is accepting applications for the position of Administrative Technician. The Administrative Technician provides training, support, and guidance to Probation Office staff on all official government travel services, employee travel, and fleet maintenance.

Duties

• The Administrative Technician provides training, support, and guidance to Probation Office staff on employee travel and fleet maintenance; preparing cost estimates, calculating expenditures, and processing payments for each.
• Offers administrative and technical assistance with staff training in the areas of materials preparation, logistics, and recordkeeping.
• Ensures compliance with all appropriate guidelines, policies, and approved internal controls.
• Reports to the Administrative Supervisor.
• REPRENTATIVE DUTIES: Travel Working closely with the Administrative Office (AO), interpret and explain judiciary travel and financial regulations and procedures to employees.
• Research and prepare responses to inquiries from employees and management on the interpretation and application of travel and financial policies, regulations, and procedures.
• Assist employees and supervisors with the preparation of travel authorizations and vouchers, providing instruction and responding to questions about procedures and other requirements associated with official duty travel.
• Assure that allowable expenses are included on travel authorizations and that fiscal information estimates, account classifications, etc., are correct.
• Maintain a travel authorization tracking system to ensure that travel claims are submitted within the required time frame for reimbursement and/or payment.
• Receive, review, and process travel vouchers, responding to questions, problems, insufficiencies with voucher submissions, and the status of voucher payments.
• Check figures, postings, and documents for correct entry, mathematical accuracy, proper codes and appropriateness.
• Ensure that appropriate internal controls and separation of duties for disbursement, transfer, recording, and reporting of monies are followed.
• Respond to all travel-related audit inquiries and requests for information and documentation.
• Fleet Maintain oversight and responsibility for GSA fleet vehicles leased to the Probation Office, acting as a liaison between the Probation Office and GSA.
• Communicate fleet-related information to drivers, ensuring performance, reporting, and documentation of all vehicle maintenance and repairs in accordance with GSA requirements.
• Confirm accuracy of monthly lease invoices.
• Obligate, process, and record fleet-related expenditures, and coordinate acquisition of new vehicles to replace older models nearing end of life.
• Training Act as Chair of in-district Training Committee, communicating training-related information to staff and working effectively with various Court employees when coordinating training-related events.
• Consult with the Federal Judicial Center (FJC), the Administrative Office (AO), external trainers, and select Probation staff on training policies, offerings, and resources.
• Advise and make recommendations to management and/or Chief Probation Officer on relevant training.
• Act as planner, organizer and facilitator of "all staff' training events, arranging logistical support (i.e. meeting space, equipment, visual aids, and handouts), and recording/reporting attendance.
• Perform other related duties as assigned.

Requirements

• Applicants must be United States citizens or eligible to work in the United States.
• A Moderate Risk Background Investigation (MBI) with the FBI and other law enforcement agencies, including fingerprint and criminal records checks, will be conducted.
• The selected applicant will be hired provisionally pending successful completion of the background investigation.
• The incumbent may be subject to periodic reinvestigation.

Education

The applicant must have a high school diploma or equivalent.

Benefits

The United States Probation Office is part of the Judicial Branch of the Federal government and operates as an independent excepted service agency. Although not part of the civil service, staff of the Judicial Branch are eligible for civil service health, life, and retirement benefits.

Required Documents

Cover Letter; Completed Federal Judicial Branch Application for Employment (AO-78); and Resume See ‘How to Apply’ for instructions.