Administrative Assistant

• 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

• 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

• 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

• High school diploma or equivalent required
• Undergraduate degree preferred

• Burlington, VT 05401

• N/A

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

• Department of Justice (DOJ)

• Travel is not required

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

• Employment Classification Eligibility — Nonexempt

• Not eligible for relocation benefits

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