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Administrative Support Specialist
4 months ago
**ROLE**
We are seeking an experienced Administrative Support Specialist to support the U.S. Attorney’s Office (USAO) Northern District of Illinois (NDIL) Department of Justice (DOJ). Your scope of work focuses on mailroom, reception, and providing support services.
This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.
**RESPONSIBILITIES**
- Manage stockroom of expendable supplies/forms and reorder as needed
- Rotate and receive stock, sign for deliveries, and transport materials to the supply room
- Ensure deliveries conform to orders, report discrepancies, and process receiving documents to the Purchasing Official
- Process requests for supplies from Office employees
- Receive, inspect, and store furniture and equipment
- Report damaged items and processes receiving documents to the Purchasing Official
- Sign out and deliver equipment (i.e. trial carts, media devices, easels, etc.)
- Move filing cabinets, office furniture, boxes, charts, and case files to holding areas or to the Federal Records Center
- Transport equipment, supplies, and files between the Chicago Office and the Rockford field office
- Complete scheduled mail pickups and deliveries daily
- Sort, meter, and route all outgoing mail upon receipt
- Operate mailroom equipment to insert, fold, seal, wrap, and bundle mail
- Maintain up-to-date directories by name, room, telephone number, organization, and forwarding address
- Process and place all incoming and outgoing commercial mail in the lobby pick-up box by the end of each day
- Prepare, process, and file the appropriate logs for all checks received in the mail room
- Process all incoming and outgoing hand deliveries upon receipt in the mail room
- Ensure all special requirements are met on the hand delivery form
- Complete and process required hand delivery logs
- Conduct local hand deliveries to external customers when needed
- Ensure that no incoming or outgoing hand-delivery items are left in the mail room overnight
- Set up, operate, and adjust office copiers to produce single and multiple-page documents
- Operate binding equipment
- Review incoming copying requests to determine priority, and method of reproduction
- Handle sensitive materials (i.e., grand jury records, case documents, and press releases)
- Ensure security and confidentiality of sensitive material at all times
- Perform routine maintenance on office shredders (i.e., refilling oil and removing/replacing bags)
- Identify copier/shredder/binding equipment malfunctions and operation problems and notify appropriate staff
- Schedule and set up conference rooms and ensure rooms are cleaned at the end of the day
- Arrange all necessary equipment to be operational (i.e. table set-up, seating, set-up easels with pads & markers)
- Greet office visitors and issue Visitor ID badges
- Respond to phone inquiries from customers and guests
- Oversee the upkeep of government office vehicles (i.e., cleanliness, drive vehicles for scheduled maintenance)
- Maintain vehicle schedules (Issue/Receive keys and logs to/from users)
- Escort visitors and contractors who support the delivery and installation of equipment supplies and services
- Ensure all work assignments are completed on time and immediately notify DOJ supervisor if issues arise
- Perform frequent movements such as walking, bending, and lifting heavy equipment, boxes, and furniture
- Coordinate with various stakeholders (federal agencies, U.S. Courts, vendors, delivery personnel, and contractors)
- Provide feedback, opinions, suggestions, and recommendations on various administrative matters
- Operate office technology machines (i.e., computers, fax, copier, mail metering, folder/inserter, binding equipment)
**KNOWLEDGE & SKILLS**
- Excellent written and oral communication skills
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access, Teams)
- Proficient in Adobe Acrobat (i.e., document converting, tools option)
- Highly organized and multi-tasker
- Excel in fast-paced settings
**BACKGROUND**
- Minimum 1-year experience in an Administrative or Legal setting
- Progressive and relevant experience
- Must be able to lift a maximum of 70 lbs. and carry up to 35 lbs. (most items weigh between 15-20 lbs.)
**EDUCATION**
- Bachelor’s degree preferred
**LOCATION**
- Dirksen Federal Courthouse—219 South Dearborn Street, Chicago, Illinois 60604
**TELEWORK**
- N/A
**CLEARANCE**
- U.S. citizenship required since this role supports the U.S. federal government
**CLIENT**
- Department of Justice (DOJ)
**TRAVEL**
- No travel required
**WORK HOURS**
- 40 hours per week
- 8 hours per day
**EMPLOYMENT CLASSIFICATION**
- Employment Classification Eligibility — Non-Exempt
**RELOCATION**
- Not eligible for relocation benefits
**_ **_**
**KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer.** All qualified applicants will receive consideration for employment without