Coronavirus (COVID-19) Guidance

Probation and Pretrial Services Administrative Assistant

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Job Specifications
Classification Level: 
CL 25
Salary Range: 
$50,324 – $81,829
Multiple Locations
Opening Date: 
Tuesday, July 5, 2022
Closing Date: 
Open until filled – (Preference given to applications received by July 19th, 2022)
Number of Positions: 
Two (1-Santa Ana; 1-Riverside)
Vacancy Number: 
Job Type: 
Full Time
Position Overview: 

The U.S. Probation and Pretrial Services Office, Central District of California is currently seeking an exceptional individual for our Probation and Pretrial Services Administrative Assistant position for our Santa Ana and Riverside courthouses but may also be assigned to branch offices located within the district.  This position will assist probation and pretrial services officers in case preparation and management of defendants and offenders.

Representative Responsibilities: 

Responsibilities include, but are not limited to, the following:

  • Oversee, monitor and process duty accounts (i.e., Intake, N-Fax), and follow established procedures and protocols.  Ensure all required statistical entries are recorded, tracked and uploaded for access by agency and other court unit personnel.
  • Prepare and compile criminal histories/profiles, running record checks through local, state and national databases and files, conducting inquiries with collateral agencies and community service agencies, collect verifiable and supportable documentation, and perform similar activities to assist other court staff.  Monitor defendant/offender financial payments and community service hours.
  • Enter and obtain data and information from the agency=s computerized database systems (i.e., Chronological Record, PACER, CLETS, ATLAS, PACTS, etc.).  File, maintain and document chronological information received throughout the investigation.
  • Prepare and process forms and documents, ensuring consistency and accuracy among court-supplied documents, officer reports, and related paperwork.  Contact various local, state, and national law enforcement and regulatory agencies to collect and record information to assist with investigations.  Obtain related records regarding defendants/offenders, following established practices and protocols.
  • Open and process Pretrial, Presentence and Post-Conviction disclosures.  Process judges’ correspondence and enter violation and supervision progress report investigations under established procedures, protocols and timelines.
  • Ensure proper procedures and protocols are completed throughout the Pretrial, Presentence and Post-Conviction process.  Communicate frequently with officers of any unusual circumstances that may require immediate action.
  • Monitor Pretrial new arrests.
  • Where applicable, may assist office or officers with non-English speaking defendants/offenders, family members and witnesses in translating, including translating documents and correspondence.
  • Assist with general office coverage duties such as, but not limited to, filing, copying, scanning, processing mail, data entry, reception duties and general clerical work.
  • Complete a mandatory 20 hours annually of work-related training; attends seminars and workshops to enrich and develop additional job skills.
  • Perform general office duties such as, but not limited to, general reception and clerical duties.

Perform other representative duties as assigned.

  • Must be a United States citizen or eligible to work in the United States. 
  • Applicants must be a high school graduate or equivalent.  Two-year college degree or equivalent strongly preferred. 
  • Minimum of one year of administrative experience. 
  • Must have exceptional organization skills with attention to detail. 
  • Must be able to take initiative and work independently. 
  • Strong writing, analytical and decision-making skills. 
  • Strong interpersonal skills in communicating with various internal and external individuals, and establishing and maintaining good relationships with outside contacts. 
  • Strong knowledge and skills in use of personal computers and software applications to prepare reports and correspondence. 
  • Thorough knowledge of office procedures, practices, processes and telephone etiquette. 
  • Excellent knowledge of English grammar, spelling, and editing. 
  • Ability to organize work in conjunction with interruptions and distractions to meet recurring deadlines and maintain tracking systems related to cases. 
  • Experience with the criminal justice system and/or bilingual in Spanish or other pertinent language is a plus.

Federal employees are entitled to federal benefits such as health, dental, vision, life insurance, long-term disability insurance, long-term care insurance and flexible spending accounts.  Participation in a defined benefit plan the Federal Employees Retirement System-Further Revised Annuity Employee (FERS-FRAE), and up to 5% matching contributions on retirement savings through the Thrift Savings Plan (401k equivalent).  Generous accrual of paid time vacation and sick leave and 11 paid holidays per year.  Commuter subsidies for public transportation to and from work.  Extensive online training options and in-person training and professional conferences, funds permitting.

Information for Applicants: 

Applicants must be a U.S. citizen or a lawful permanent resident with authorization to work in the United States who is currently seeking U.S. citizenship or intending to become a U.S. citizen immediately after meeting the eligibility requirements.  As a condition of employment, the successful candidate is required to undergo an FBI background check.  The Federal Financial Reform Act requires direct deposit of federal wages for employees.  The United States District Court and the Probation and Pretrial Services Office requires employees to adhere to the Code of Conduct for Federal Judicial Employees, which is available on the Court’s website:  Proof of COVID-19 vaccination will be requested of the candidate selected for this position.

Applications must be submitted to  Documents must be in Microsoft Word or PDF format, and the email should reference the vacancy number.  Complete applications must include the following:


  1. Cover Letter – Address how your background, skills, and experience meet the qualifications listed.
  2. Resume – Include key career accomplishments.
  3. An application for Federal Judicial Branch Employment (AO78) (please visit the Court’s website at to download the AO78 application form).


This recruitment is for a position considered “high-sensitive.” To determine suitability for the position, applicants must provide criminal history information on the Federal Judicial Branch Application for Employment (AO78). Therefore, all questions requesting criminal history information must be answered even if identified as optional. This requirement also applies to any other employment-related forms when requested.


Due to the volume of applications received, the Court will only communicate with those individuals who will be interviewed. Applicants scheduled to interview should advise the Human Resources staff if any accommodation will be necessary.  Unfortunately, the Court is unable to reimburse applicants for travel or parking costs.


The Court reserves the right to modify the conditions of this announcement, commence interviews immediately, withdraw the announcement, or fill the position at any time, any of which actions may occur without notice.


The Federal Judiciary is an Equal Employment Opportunity Employer.