Administrative Assistant / Information Receptionist

Job Description

Job Description

**Recruiters please do NOT reach out to Advent Services LLC to try to provide recruiting services. **

A leader in supporting clients in technically demanding industries, Advent's capabilities and services promote innovation & empower our partners to manage risk, protect information and achieve organizational objectives. We are proud of our ability to support mission critical systems in every phase of their lifecycle to ensure our nation’s forces can accomplish their mission.

Position:  Administrative Assistant / Information Receptionist

Location:  U.S. Attorney’s Office at 11 N. Water St., Suite 30100, Mobile, Alabama 36602

Schedule: Monday – Friday

Mandatory Qualifications:

• Skill in operating automated telephone systems including EVOIP.

• The selected applicant will be required to pass the security clearance described above
• Knowledge of legal and law enforcement terms and procedures
• Undergraduate degree is preferred
• Proficiency in using word processing and spreadsheet software
• Proficient in data entry
• Knowledge, skills and abilities to perform the duties as specified herein.
• Skill in meeting and dealing with people in a courteous and tactful manner.
• Ability to use, understand and maintain directories, personnel lists and other guides and references to provide a variety of information on the office and to refer questions to other offices.
• Proficient in using word processing and spreadsheet software, Microsoft Office software programs (i.e., Word, PowerPoint, Excel and Outlook). WordPerfect is also helpful.

Scope of Work:

Serves as Data Analyst responsible for supporting the office and the Criminal Division by providing a wide variety of administrative services. The contractor will have some daily clerical administrative duties but will also directly support the legal staff of the Criminal Division with file maintenance, records management, compiling and reviewing reports, updating and searching databases regarding case activity, completing standard forms, archiving and/or return of documents and evidence. The contractor will assist in preparation of materials for public events and conferences. The contractor will also serve as the primary receptionist located at the main point of entry for the office. As such, the receptionist is responsible for greeting and handling all visitors and callers including the public, vendors, client agencies and the judiciary.

Tasks:

1. Provides a variety of clerical and administrative support assistance. Typical assignments include:

• Searches files and databases for information regarding case and matters used in a variety of recurring reports. Assembles data using report functions in a variety of formats.
• Establishes and maintains a variety legal and general office files. Searches online software programs for information needed by administrative and legal staff.
• Separates, screens, selects, assembles, and organizes files and records material for disposition or transfer to records depository in accordance with established procedures.
• Schedules appointments and meetings. When required, arranges travel by preparing itinerary, and securing transportation and hotel reservations using electronic travel booking system. Prepares travel authorizations and vouchers using web based electronic travel system.

1. Serves as Information Receptionist for the office. In this regard:

• Experience in customer service and knowledge of telephone systems, including EVOIP technology, and a strong background in customer service to assist callers by providing information, referring calls to the appropriate point of contact and escalating urgent calls from federal agents, the judiciary as needed.
• Responds to inquiries, providing general information regarding office programs. Advise caller or visitor to contact the appropriate Federal, State or local agencies concerning matters outside the USAO's purview and furnish the needed address or telephone number when available. Determines which matters should be referred to the AUSA and the urgency of the matter.
• Maintains an up-to-date telephone listing and file of addresses of client agencies, local law enforcement agencies and the judiciary. Obtains address information from letters and correspondence arrive at the office.
• Maintains weekly Attorney duty rotation lists for visitors, phone calls and revocation hearings.
• Maintains telephone equipment. Prepares recorded greetings and activates automated telephone messaging features when required. Manages voice messages received after hours.
• Receives, reviews, and distributes incoming mail. Immediately notify appropriate staff member when material is received via hand delivery or FAX transmission and place in appropriate internal mailbox.
• Receives telephone calls and visitors to the office. Controls access to the office and allows only visitors properly cleared are authorized entry. Notifies staff members of visitors or incoming telephone calls. Takes messages from, and gives messages to, visitors and callers when staff members are unavailable.

Advent’s benefits program includes comprehensive medical, dental and vision care, matching 401K, vacation time, sick time, life insurance, disability coverage, and other benefits that help provide financial protection for you and your family.

Advent is an Equal Opportunity Employer. Employment decisions are not based on race, color, religion, sex, national origin, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state, or local laws.