Administrative Assistant

Job Type

Full-time

Description

Position Title: Administrative Assistant

Reports to: Operations Manager

Location: Detroit, MI

Work Schedule: Full-Time, 7:30am - 5:30pm

FLSA Status: Non-Exempt

Position Summary: Aldevra is currently seeking a qualified Administrative Assistant to support the United States Attorney's Office (USAO) for the Eastern District of Michigan in Detroit, MI. We are looking for someone who brings a positiveattitude, strong attention to detail, clear communication, and a willingness to jump in where needed. The right person will also connect with Aldevra's core values of SOAR: Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven, and Relentless Pursuit of Quality.

This position is contingent upon contract award.

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Serve as primary of alternate point of contact for front office administrative operations. Greet and assist visitors, contractors, vendors, and employees in a professional manner. Answer, screen, and route incoming telephone calls and correspondence.
• Maintain visitor logs and coordinate visitor access procedures in accordance with office policy.
• Monitor shared administrative mailboxes and routes requests to appropriate personnel. Maintain conference room readiness and assists with meeting coordination and logistical space management support activities.
• Provide general administrative and clerical support to administrative staff and management officials as required.
• Provide scheduling and coordination support for conference rooms, training rooms, and shared administrative spaces. Maintain facility calendars, coordinates reservations, and assists with ensuring spaces are properly prepared for meetings, training events, and operational activities.
• Coordinate and assist with a variety of facility support, maintenance, and office operations activities for USAO workspaces. Coordinate maintenance requests, vendor access, repair activities, and service calls with building management, GSA, contractors, and internal personnel.
• Assist with office moves, furniture relocation, workstation setup, reconfiguration of office spaces, and logistical support activities associated with personnel moves and organizational changes. Move, assemble, adjust, and arrange office furniture, equipment, supplies, and operational materials in support of office operations and workspace requirements.
• Conduct routine walkthroughs and inspections of office spaces, conference and storage rooms, and common areas to identify operational issues requiring corrective action or maintenance support.
• Conduct periodic inventories of office furniture, equipment, supplies, and administrative property to maintain accountability and operational readiness.
• Assist with identifying excess furniture, equipment, and materials for transfer, storage, or disposal in accordance with established policies.
• May serve as primary or alternate coordinator for Government-owned or leased fleet vehicles. Assist with scheduling maintenance, tracking vehicle usage, coordinating repairs and service appointments, maintaining vehicle records, and supporting compliance with applicable GSA and agency vehicle management requirements under the direction of supervisory personnel.
• Assist with the identification, tracking, receipt, storage, distribution, and inventory of office supplies, equipment, furniture, and operational materials necessary to support daily office operations.
• Receive and verify deliveries of supplies, furniture, equipment, and other materials. Coordinates with procurement personnel, vendors, and supervisory staff regarding discrepancies, damaged items, incomplete shipments, or delivery issues.
• Maintain office supply rooms, storage areas, and operational inventory locations in an organized and functional manner.
• Track inventory levels and identifies operational supply requirements requiring replenishment or management attention. Provides information and logistical support to procurement personnel supervisory staff regarding supply and operational needs.
• Assist with property accountability activities including periodic inventories, tracking of assigned equipment, maintenance of inventory records, excess property identification, and preparation of items for disposal or transfer.
• Coordinate distribution and movement of supplies, furniture, equipment, and materials throughout office spaces and storage areas.
• Assist with the receipt, sorting, processing, distribution, and dispatch of incoming and outgoing mail and packages. Follows policy for mail and overnight mail for the district. Monitors the use of overnight shipping services.
• All other duties as assigned.

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• Must be able to obtain security clearances and an access card.

• Sedentary desk work requires regular physical activity associated with administrative operations, logistics, and facility support functions. Duties require prolonged periods of standing, walking, bending, kneeling, crouching, reaching, and carrying materials throughout office and storage areas.
• Lifting, carrying, moving, and repositioning office furniture, supplies, equipment records, and operational materials weighing up to 80 pounds, with or without assistance.
• Use of hand carts, dollies, and other basic material handling equipment during office moves, furniture reconfiguration, inventory activities, and facility support operations.
• Maintain attention to detail while managing multiple priorities and deadlines.
• Communicate clearly and professionally by phone, email, and in person.
• Read, review, organize, and enter information accurately.
• Maintain attention to detail while managing multiple priorities and deadlines.

• A High School Diploma or G.E.D.
• 2 years' minimum experience in administrative or legal setting
• Knowledge of administrative operations, facility support, logistics support, mail operations, supply support, records management, and customer service functions sufficient to support daily office operations
• Must be a U.S. Citizen
• Valid Real-ID state-issued driver's license
• Ability to deliver quality work under pressure and competing priorities
• Capability to operate office technology, including but not limited to computers, fax machines, copier machines, and mail metering machines
• Excellent verbal communication skills and telephone manner
• Excellent and accurate written communication
• Familiarity with Windows operating systems; online calendars and cloud systems; intermediate to advanced skills Microsoft office products required
• Excellent attention to detail; accurate data entry
• Customer Focused and team-oriented work ethic
• Able to multi-task efficiently and accurately, focusing on quality

• Medical, Dental and Vision
• Short Term and Long-Term Disability
• Life Insurance
• Paid Time Off
• Employee 401(k) with company match
• Professional Team Environment
• Competitive Compensation