Secretary / Admin Assistant onsite in Oxford MS

Job Description

Job Description

Salary:

Arcetyp LLC is a growing small business that provides a broad range of consulting services to US Federal Government, US Military, and Commercial clients. Services include Management & IT Consulting, Program & Project Management, and Professional & Admin Services.

We accept direct hire candidates only, W2 employee hires. We do not accept 1099 independent consultants. We do not accept staffing firms. We do not accept corp-to-corp (C2C) candidates. We can't sponsor H1B.

Arcetyp LLC is looking for an onsite Secretary / Admin Assistant to work in Oxford MSto support a US Federal Government client. All work under this contract shall be performed at the Government site. This work is full time onsite at the U.S. Attorneys Office Northern District of Mississippi, 900 Jefferson Avenue, Oxford, MS 38655-3608.

The Administrative Assistant provides onsite administrative and case-support services for the United States Attorneys Office for the Northern District of Mississippi in Oxford, Mississippi.
The selected candidate will support daily front-office operations, case and document management, data entry, electronic filing, mail processing, visitor reception, and other administrative activities. This position requires professionalism, sound judgment, strong organizational skills, and the ability to handle sensitive Government and legal information accurately and confidentially. The position is expected to work approximately 40 hours per week at the Government facility located at 900 Jefferson Avenue in Oxford. The Government will provide the required office space, computer, telephone, network access, software, and database access.

Primary Responsibilities

• Answer incoming telephone calls, provide routine information, and route callers to the appropriate office or staff member.
• Greet visitors, determine the purpose of their visit, contact the appropriate Government personnel, and assist with visitor sign-in and badge procedures.
• Maintain visitor logs and follow applicable office security procedures.
• Receive, date-stamp, sort, log, copy, and distribute incoming mail.
• Prepare and process outgoing mail, packages, and light shipments.
• Operate standard office, computer, telephone, security, copying, scanning, and mailing equipment.
• Prepare documents, correspondence, forms, spreadsheets, templates, and other administrative materials.
• Enter, update, retrieve, and verify information in Government databases and case-management systems.
• Create, organize, maintain, and manage electronic and paper files.
• Reserve conference rooms and Government vehicles using online calendars.
• Organize assignments involving multiple steps, priorities, and deadlines.
• Open new cases based on authorized documentation and notify designated personnel when cases have been created.
• Enter civil and criminal case-opening information into the USAOs CaseView case-management system.
• Enter and update information involving new cases, appellate court records, case closures, and declinations.
• Review source materials and online databases to verify the accuracy and completeness of data.
• Identify and correct data-entry errors and inconsistencies.
• Maintain logs documenting data-entry activities and changes.
• Electronically file court documents through designated systems and portals.
• Organize digital case files using secure document-management and cloud-based systems.
• Protect confidential, sensitive, and personally identifiable information.
• Perform other administrative duties required to support office operations.

Minimum Qualifications

• High school diploma or equivalent.
• U.S. citizenship.
• Ability to obtain and maintain the required Public Trust suitability determination and Government system and facility access.
• Administrative-support experience sufficient to perform the assigned duties independently and accurately.
• Strong computer and data-entry skills.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and electronic calendars.
• Experience organizing and maintaining electronic records and documents.
• Ability to learn and use Government case-management systems, databases, and electronic filing portals.
• Strong written and verbal communication skills.
• Excellent attention to detail and commitment to data accuracy.
• Ability to organize assignments involving multiple steps and changing priorities.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Professional demeanor when interacting with attorneys, Government employees, members of the public, and outside organizations.
• Reliable attendance and ability to work onsite during required business hours.

Preferred Qualifications

• Some college coursework or an associates or bachelors degree.
• Prior administrative experience in a legal, law-enforcement, court, Government, or professional-services environment.
• Experience supporting attorneys, litigation teams, investigators, or legal offices.
• Experience with case-management or document-management systems.
• Experience electronically filing legal or court documents.
• Familiarity with PACER, CM/ECF, CaseView, or comparable legal and case-management systems.
• Experience reviewing information for accuracy and conducting quality-control checks.
• Experience handling confidential information, Privacy Act records, or personally identifiable information.
• Previous experience working as a contractor in a federal facility.

Schedule and Work Conditions

• Full-time, onsite position.
• Normal performance hours are approximately
  8:00 a.m.5:00 p.m., Monday through Friday.
• The position is expected to work approximately 40 hours per week.
• The office is closed on federal holidays.
• Occasional additional hours may be required based on mission needs and must be approved in advance.
• Remote work is not anticipated.
• The employee must comply with all Government facility, information-security, privacy, records-management, and computer-use requirements.

Security and Suitability Requirements

The selected candidate must:

• Be a U.S. citizen.
• Complete all required background-investigation and suitability documentation.
• Receive written Government authorization before beginning work.
• Satisfy applicable DOJ residency and personnel-security requirements.
• Complete required privacy, cybersecurity, records-management, and security training.
• Sign required nondisclosure and information-system rules-of-behavior agreements.
• Protect sensitive Government information and promptly report any actual or suspected security or privacy incident.

Employment is contingent upon the candidates ability to obtain and maintain the required Government approval and access.

The role requires U.S. citizenship, Microsoft Office proficiency, strong communication, and organizational skills.

Min. Citizenship Status Required: U.S Citizenship and must be meet suitability screening for working in a federal law enforcement/legal environment (DOJ/USAO, etc.), must pass a background check.

COMPENSATION: Pay and benefits information for this position will be provided to interested candidates that apply. Arcetyp offers a package of compensation and benefits to full-time salaried employees.

Arcetyp is an Equal Opportunity Employer and we highly value diversity of our workforce. We accept resumes from all interested parties and consider applicants for all positions without regard to race, color, religion, sex, national origin, age, marital status, sexual preference, personal appearance, family responsibility, the presence of a non-job-related medical condition or physical disability, matriculation, political affiliation, veteran status, or any other legally protected status.