We are currently looking for a Clerical / Administrative Assistant for a contract position with the Department of Justice / United States Attorney s Office (USAO) with the District of Minnesota (DMN). This is initially for a 1year contract with 2 additional optional years (for a total of 3 years) with the USAO. Candidates must be U.S. Citizens and be able to clear an extensive (10year background check / clearance investigation) by the Department of Justice.
The selected individual will be stationed at the front desk and will assist all USAODMN staff in the main office located in Minneapolis. On occasion the professional will also need to work from a secondary office located in St. Paul.
To be successful in this role the individual should have experience and knowledge of the processes procedures and practices of legal activities in conjunction with knowledge of clerical and administrative office skills as described below:
The individual will provide the following support:
Calendars: assist in making reservations for parking cards and government vehicles room reservations calendaring items on AUSA s calendars. Assist in document productions to include receiving returns via various digital media including USAfx and in paper downloading uploading scanning saving logging and notifying the appropriate parties when the process is completed. Copying and labeling discs.
Assemble exhibits affidavits and other legal documents preparing binders of all electronic motions affidavits and orders.
Assist with trial and/or significant hearing preparation.
Maintain and publish weekly the District Court Duty and Criminal Duty Memo.
Review and produce a variety of written documents both legal and nonlegal using a range of office software applications.
Preparing form letters and mailings.
Front desk duties such as retrieve messages from voicemail and refer them to the appropriate person answer phones and doors; assist callers and visitors. Escorts all visitors and service/maintenance contractors as needed.
Process office correspondence: retrieving incoming mail from postal area opening and delivering as well as stamping and processing outgoing mail.
Collect and deliver interoffice mail from USAO to the Clerk s Office.
Process courier deliveries.
Assist with mailouts.
Maintains the mailroom equipped with the necessary mailing supplies and with approval from contracting officer places service calls as needed for the mailroom equipment to include date stamps and mailing machine.
Receives supplies ordered and after verifying items and quantities to reflect the order forwards packing lists to procurement staff and reports any issues then sets supplies away in the designated areas.
Maintains office areas organized including the lobby interview rooms conference rooms task force rooms trial prep rooms visiting attorney offices and copy areas.
Copying print indictment packets weekly bind briefs.
Experience: At a minimum candidates must have a minimum of 24 years of administrative / receptionist experience in a professional office environment with at least 12 years of experience working in the legal industry.
Education: At a minimum candidates must have a High School Diploma or equivalent (any postsecondary education is preferred).
Skills:
Ability to review a wide variety of documents both legal and nonlegal including Motions and Briefs.
Computer Skills: the individual shall have the ability to use MS Word MS Excel MS Outlook Power Point and other databases as well as Adobe Acrobat Professional.
Communication skills are extremely important. Applicant shall work and interact professionally and effectively with all levels of staff.
Ability to meet established deadlines and work as a team player in a professional office.
Skill in meeting and dealing with people in a courteous and tactful manner.
Solid organizational skills; topnotch time management skills; a streamlined and polished communication style (both oral and written); meticulous attention to detail; and the ability to remain calm and poised at all times.
The ability to interact with the public is essential.
This is a full time / 40 hours per week position. Candidates will be working onsite each day (telework is not available for this role). This position offers the accrual of 2weeks of paid time off each year paid federal holidays and is eligible to enroll in our health benefits program.
Education
Clerical/Administrative Assistant
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