Administrative Assistant

ROLE
We are seeking an experienced Administrative Assistant to support the United States Attorney’s Office, District of Vermont (USAO DVT) in Burlington, VT. Your scope of work will include providing front-office reception, visitor coordination, mail handling, document support, office automation, and routine administrative assistance.

This is a full-time opportunity in which we’ll provide competitive pay, job stability, and security.
Apply today!

RESPONSIBILITIES

• Receive visitors and telephone calls to the office
• Manage front-office access and help ensure only properly cleared visitors are authorized entry
• Notify staff members of visitors, incoming calls, and other front-desk matters
• Take accurate messages from visitors and callers when staff members are unavailable
• Respond to routine inquiries and provide general information regarding office programs
• Refer callers and visitors to appropriate Federal, State, or local agencies when matters fall outside office purview
• Maintain current telephone and address listings for departments, agencies, and office contacts
• Receive, screen, review, annotate, and distribute incoming mail, including service of process
• Ensure mail received from other agencies is appropriately screened and distributed
• Notify appropriate staff when materials are received by fax and place documents in the correct internal mailbox
• Stamp, mark, and prepare outgoing mail, including certified mail, USPS mail, and FedEx items
• Coordinate and receive deliveries from shipping companies and vendors
• Meet vendors at loading docks and monitor or escort vendors while they are in secure USAO premises
• Bring shredding materials to the loading dock for pickup by the shredding contractor
• Produce written documents using word processing software
• Prepare documents from handwritten drafts, edited copy, and electronic files provided by staff
• Create, copy, edit, format, store, retrieve, and print a variety of office documents
• Make insertions, deletions, and text revisions within documents and across electronic files
• Review documents for proper format, spelling, punctuation, capitalization, and grammar
• Consult with document authors to resolve questionable material
• Maintain office files, records, and routine administrative materials
• Use Government-furnished office equipment, systems, and software to complete assigned work
• Follow DOJ, USAO, security, confidentiality, ethics, and standards-of-conduct requirements
• Perform related receptionist, office automation, and administrative support duties as assigned

KNOWLEDGE & SKILLS

• Proficiency in Microsoft Word, Excel, and Outlook, including document preparation, editing, and formatting
• Strong oral and written communication skills, including the ability to read, write, understand, and speak common English
• Strong attention to detail, organizational skills, and ability to follow directions accurately
• Ability to review, retrieve, and analyze information from multiple sources as directed
• Ability to provide professional customer service in a public-facing office environment
• Ability to interact courteously and tactfully with visitors, callers, staff, vendors, and agency personnel
• Ability to meet deadlines, produce quality work under pressure, and work well in a professional team environment
• Ability to maintain confidentiality and follow DOJ, USAO, security-sensitive, and contractor-identification requirements

BACKGROUND

• Minimum of two years of experience in a customer-facing professional environment required
• Experience managing front-desk reception, including visitors, calls, messages, and routine inquiries required
• Experience preparing, editing, formatting, storing, retrieving, printing, and reviewing office documents required
• Experience in a legal, government, law enforcement, court, or professional office environment preferred
• Experience handling incoming/outgoing mail, including USPS, FedEx, certified mail, and related delivery items preferred
• Experience coordinating vendor deliveries, office logistics, or visitor/vendor escort procedures preferred
• Experience using standard office equipment such as computers, telephones, fax machines, copiers, and printers preferred

EDUCATION

• High school diploma or equivalent required
• Undergraduate degree preferred

LOCATION

• Burlington, VT 05401

TELEWORK

• N/A

CLEARANCE

• U.S. citizenship required as it supports the U.S. federal government

CLIENT

• Department of Justice (DOJ)

TRAVEL

• Travel is not required

WORK HOURS

• Monday -Friday, 9-5pm, 40 hours per week

EMPLOYMENT CLASSIFICATION

• Employment Classification Eligibility — Nonexempt

RELOCATION

• Not eligible for relocation benefits

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KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.

Other Considerations. Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.