Administrative Support Specialist
4 days ago
Ivyhill Technologies LLC is seeking a highly organized and detail-oriented Administrative Support Specialist to join our team. The successful candidate will provide administrative support services to our project located in Chicago, IL.
The Administrative Support Specialist will be responsible for:
Supply and Equipment Management- Maintain a well-stocked supply room with expendable supplies and forms.
- Submit requests for reordering supplies and forms in a timely manner.
- Rotate stock with the arrival of each new shipment.
- Receive and inspect deliveries of supplies and sign for materials.
- Assist in unloading material and transporting it to the supply room.
- Process receiving documents to the Purchasing Official.
- Process requests for supplies from office employees in a timely manner.
- Receive, inspect, and store furniture and equipment.
- Sign out and deliver equipment, such as trial carts, media devices, easels, etc.
- Moving filing cabinets, office furniture, boxes, charts, and case files to the appropriate holding areas or to the Federal Records Center.
- Transport equipment, supplies, files, etc. between the Chicago Office and Rockford field office.
- Complete scheduled mail pickups and deliveries daily.
- Responsible for metering all outgoing mail upon receipt in the mail room.
- Sort and route mail by determining subject matter and organizational designation.
- Operate automated mail inserter/folder and sealer.
- Perform related duties such as wrapping and bundling of outgoing mail.
- Maintain up-to-date directories by name, room, telephone number, organization, and forwarding address.
- Aid office employees in rush matters regarding mail and supplies.
- Process all incoming and outgoing commercially contracted mail upon receipt.
- Prepare, process, and file the appropriate logs for all checks received in the mail room.
- Process all incoming hand deliveries upon receipt in the mail room.
- Process all outgoing hand deliveries upon receipt in the mail room.
- Pays close attention to special instructions on the hand delivery form to ensure all special requirements are met.
- 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.
- Setup, operate, and adjust office copiers to produce single and multiple page documents.
- Review incoming copying requests to determine priority and method of reproduction.
- Perform routine maintenance on all office shredders daily.
- Operate binding equipment.
- Diagnose copier/shredder/binding equipment malfunctions and operation problems.
- Setup conference rooms in a timely manner following the daily schedule.
- Arrange and setup all necessary equipment to be operational.
- Ensure conference rooms are cleaned at the end of the day.
- Greet office visitors.
- Answer phones.
- Issue Visitor ID badges.
- Schedule Conference Rooms.
- Drive vehicles for scheduled maintenance.
- Oversee cleanliness of vehicles.
- Maintain vehicle schedules.
- Escort visitors, contractors, and others as needed.
- Ensure all work assignments are completed in a timely manner.
- Interact with other members of the government, other federal agencies, the U.S. Courts, the public, vendors, delivery personnel, and contractors.
- Provide timely and correct information, feedback, opinions, suggestions, and recommendations on various administrative matters.
Requirements
- U.S. Citizenship.
- A valid State-Issued Driver's License.
- A minimum of High School Diploma or equivalent.
- One year experience in an administrative or legal setting.
- Good communication and organizational skills.
- Ability to deliver highest quality of work under pressure.
- Proficiency with Microsoft Office Suite Products.
- Proficiency with Adobe Acrobat.
- Capability to operate office technology.
- Organizational skills and the ability to multi-task.
- Ability to pass a government background investigation.
- Ability to lift a maximum of 70 pounds and carry up to 35 pounds.
- Ability to frequently walk, bend, lift heavy boxes, and move equipment and furniture.
- Other administrative-related duties as assigned.
Benefits
Ivyhill Technologies LLC has a competitive benefits program which includes medical, dental, and vision; Life and AD&D insurance; Short- and Long-Term Disability; supplemental Life insurance and a 401(k) Plan.
Ivyhill Technologies LLC is an equal opportunity employer.
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