Job Description

Court Operations, Policy, and Legal Affairs (COPLA) Unit

$61,119-$99,314 (CL 25)

San Francisco, CA

Position Overview
The Office of the Circuit Executive (OCE) for the United States Courts for the Ninth Circuit invites applications for the Administrative-Legal Assistant position. Candidates who are motivated, critical thinkers with excellent organizational and communication skills are encouraged to apply. If you are interested in a position that offers an opportunity to contribute to the federal judiciary’s mission of ensuring equal justice under the law, come join our talented and diverse team at the Office of the Circuit Executive.

About the Office
The OCE serves the United States Courts for the Ninth Circuit, which is the largest federal circuit in the country, comprising nine western states and two territories. The OCE serves all judicial court units in the Circuit, including the Court of Appeals, District Courts, Bankruptcy Courts, Probation and Pretrial Offices, and Federal Public Defender’s Offices.

The OCE, which was created by statute, provides administrative support to the Judicial Council of the Ninth Circuit and its various committees. The mission of the Judicial Council is to support the effective and expeditious administration of justice and the safeguarding of fairness in the administration of the courts within the Circuit. The members of the Judicial Council are primarily federal judges. All OCE responsibilities flow from directives of the Judicial Council or the Chief Judge of the Ninth Circuit. These responsibilities include identifying judicial needs, conducting studies, developing and implementing policies, providing training, providing public information and human resources support, coordinating building and IT projects, and advising the Judicial Council on procedural and ethical matters.

We aspire to create an environment of mutual respect and collaboration and to cultivate a culture of acceptance and connectedness that honors the diverse backgrounds of the people who live in the Ninth Circuit.

About the Role
The Administrative-Legal Assistant performs administrative support services for the Court Operations, Policy, and Legal Affairs Unit. More specifically, the incumbent ensures the efficient coordination and workflow of the Legal Affairs team, which largely focuses on processing Judicial Conduct and Disability matters pursuant to the Judicial Conduct and Disability Act of 1980, 28 U.S.C. §§ 351–364. The incumbent standardizes the Legal Affairs team’s procedures and provides support and guidance to the unit attorneys to ensure administrative consistency and excellence. The incumbent performs a variety of administrative and technical duties, ensuring strict accuracy and adherence to applicable policies, regulations, and protocols. The incumbent contributes to the mission of the office by providing quality service in a professional, courteous, and efficient manner. Representative duties include:

• Serving as the initial and primary administrative point of contact for all Judicial Conduct and Disability (JC&D) matters, which includes:
  • Reviewing and processing submissions by complainants to determine compliance with relevant rules;
  • Processing judicial orders and other legal documents;
• Performing case management duties, including appropriate record retention practices and calendaring deadlines;
  
• Receiving and responding to JC&D inquiries via telephone, mail, and email;
• Drafting accurate, thorough, grammatical, and error-free correspondence and memos;
• Inputting/maintaining data and reviewing the accuracy, timeliness, and quality of data entered;
• Formatting and assembling internal reports and complying with accurate statistical reporting requirements of the Administrative Office; and
• Assisting with research and investigations as necessary.
• Serving as the administrative and legal assistant for the Legal Affairs team specifically and supporting the Court Operations, Policy, and Legal Affairs
  • Assisting with the organization and planning of Judicial Council-related matters, including meetings and committee-related work; and
  • Providing administrative support to attorneys on legal and non-legal work as necessary.

Required Qualifications

• Bachelor’s degree with 2+ years of experience or 5+ years working in a legal setting.
• Strong administrative organizational skills, such as hard and electronic file maintenance, record-keeping, reporting, and preparation of presentation materials.
• Superior writing and proofreading skills, including spelling, grammar, punctuation, style, abbreviations, and correct legal citation formats (Bluebook).
• Knowledge of typical office work and support needs in a legal office environment.
• The ability to exercise professional judgment and work independently, as well as collaboratively with a team.
• The ability to prioritize tasks according to office needs and seamlessly transition from one task to another.
• Skill in assisting with planning, organizing, and handling logistical arrangements for meetings, conferences, and events.
• Advanced application knowledge of the Microsoft Office suite and Zoom.
• Excellent skills in interpersonal communications, including the ability to use tact and diplomacy in dealing effectively with all levels of managers, staff, judges, and internal and external customers.
• Ability to maintain strict confidentiality and discretion.

Preferred Qualifications

• Some paralegal or other legal setting experience desired.
• Candidates who can leverage technology to work efficiently and effectively.
• Knowledge of SharePoint, Excel, OneNote, CM/ECF, PACER, any electronic case management system/program, and PowerPoint desired.
• Experience reviewing court dockets and summarizing legal pleadings and documents.

Position Details

Location: This position requires daily in-person attendance at the James R. Browning United States Courthouse at Mission and 7th Street in San Francisco, California. There may be a part-time telecommuting option after six months of satisfactory employment. Occasional travel within the Ninth Circuit may be required. Relocation expenses will not be reimbursed.

Reports to: Assistant Circuit Executive for Court Operations, Policy, and Legal Affairs.

Collaborates with: Judges, court unit executives, managers, peers, and staff.

Rewards & Perks

Salary: $61,119 to $99,314 (CL 25), depending on qualifications and experience.

Time off: 11 paid holidays, 13 vacation days, and 13 sick leave days per year. After three years (including any prior federal work experience), vacation days accrue at a higher rate.

Benefits

• Federal pension plan and optional employer-matching Thrift Savings Plan (similar to a 401K)
• Choice of a variety of employer-subsidized federal health and life insurance plans.
• Optional dental, vision, and long-term care coverage.
• Flexible spending account to pay out-of-pocket health and dependent care expenses with tax-free dollars
• Other perks: telework opportunities may be available; eligibility for Public Service Loan Forgiveness Program; public transit subsidy; alternate work schedules; reasonable work hours; and on-site gym at the Browning Courthouse.

How to Apply

Please submit the following documents in PDF format through the Career Portal:

(1) a cover letter directly responding to this vacancy announcement

(2) an up-to-date resume

(3) a list of three work references, at least one of which must be a current or former supervisor

Only applications with a cover letter, resume, and references will be considered.

Next Steps

• Priority given to applications received by December 1, 2025.
• Tentative interview dates: Week of December 1, 2025. [Video conference interviews available]
• Position open until filled.
  

Conditions of Employment
Must be a U.S. citizen or permanent resident in the process of applying for citizenship. Successful applicants are provisionally hired pending results of background investigation and fingerprinting. Positions with the U.S. Courts are at-will, excepted service appointments, and may be terminated with or without cause by OCE. Employees are required to adhere to the Code of Conduct for Judicial Employees. Direct deposit of pay is required.

The OCE reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, for any reason including but not limited to budgetary issues. Said modifications may occur without prior written or other notice.

Equity Focused Employer
We value diversity and are committed to equity and inclusion in our workplace. The OCE encourages applications from all qualified individuals and seeks a diverse pool of applicants in terms of race, ethnicity, national origin, sex, gender identity and expression, sexual orientation, age, languages spoken, veteran’s status, disability, religion, and socio-economic circumstance.

Job Tags

Permanent employment, Work experience placement, Live in, Work at office, Remote work, Relocation, Trial period, Flexible hours,

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