EXPERIENCE AND SKILLS:

• Knowledge of the duties, priorities, commitments, policies, and goals of the Administrative Division to perform nonroutine assignments and to determine workload priorities.
• Knowledge of administrative rules, regulations, and procedures enough to perform or provide the variety of administrative support services-related duties required of the position, such as property management.
• Knowledge of federal fiscal regulations concerning receipt of payments and the accounting and consolidation of recurring ledgers and spreadsheets.
• Knowledge of travel system procedures for processing travel vouchers.
• Knowledge of the capabilities, operating characteristics, and advanced functions of ne or more types of office automation software, e.g., database, spreadsheet and/or word processing. Knowledge of the similarities, differences, and procedural steps and processes to integrate two or more of these software types.
• Knowledge of the USAO sufficient to refer callers and visitors to appropriate staff members or other agencies.
• Knowledge of the nature and availability of publications, forms and other general information distributed by the office.
• Skill in meeting and dealing with people in a courteous and tactful manner.

REQUIREMENTS:

Must be a U.S. Citizen.
Must pass a federal background investigation.
Must work onsite - no hybrid or remote work allowed.
Bachelor’s degree preferred.
Must have at least 2 years administrative experience, preferably in a legal setting.
Job Type: Full-time
Pay: From $31.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In perso

• Receive telephone calls and visitors to the office. Control access to the office; insuring only visitors that are properly cleared are authorized entry.
• Notify staff members of visitors or incoming telephone calls, taking messages from and giving messages to, visitors and callers when staff members are unavailable.
• Respond to inquiries, providing general information regarding office programs, advising the caller or visitor when to contact other Federal, State or local agencies concerning matters outside the USAO’s purview and furnishes the address or telephone number for the appropriate agency if available.
• Use various software to produce a variety of documents or take telephone messages to include database or spreadsheet software to enter, revise, sort or calculate, and retrieve data for standard reports; and uses graphics software to provide graphic symbols, charts, etc.
• Receive, review, and process incoming mail, including service of process. Maintain miscellaneous numerical/alpha files so that correspondence checks can be made for unfamiliar material received. Check mail and annotate accordingly, e.g. attorney assigned, case number, etc. Ensure mail received from other agencies is appropriately screened and distributed. Immediately notify appropriate staff member when material is received via other sources.
• Maintain an up-to-date telephone listing and card file of addresses of departments and agencies, obtaining information from letters and teletypes which arrive in the office. Maintain a complete complement of telephone directories for major cities in the country and directories for all counties covered by the office.
• Assist with the management of nonexpendable property through maintenance of records and custody and inventory control of property, keys and equipment.
• Allocate furniture and equipment to staff; maintain inventory files; dispose of excess property and obtain releases from accountability for lost or stolen property.
• Serve as Receiving Official to receive items that are delivered to the office and ensure the correct items are received.
• Forward all receiving reports to the Budget Officer to ensure office conformance with the requirements of the Prompt Payment Act.
• Review, process and enter into appropriate data system(s) deposits made in conjunction with the USAO’s incoming financial litigation payments and employee parking program payments. Ensure deposits are properly coded and classified prior to processing. Receive accounting statements and other confirmation of entries made, and reconcile them as required. Research errors or discrepancies and resolves all but the most difficult and complex based on a familiarity with the data processing system and a working knowledge of accounting procedures.
• Monitor the security of the office and make recommendations regarding increased security measures. Train new employees on office security measures.
• Manage the Employee Parking Committee including updating an active waiting list, collecting all fees, depositing funds, and paying fees.
• Prepare monthly administrative reports that summarize activities in the administrative division.
• Perform filing duties and ensures files are maintained according to Federal Records guidelines.
• Perform other receptionist, administrative and office duties as assigned.