Clerical / Administrative Assistant

Job Description

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 1-year 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 (10-year background check / clearance investigation) by the Department of Justice.

The selected individual will be stationed at the front desk and will assist all USAO-DMN 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 non-legal 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 inter-office 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 2-4 years of administrative / receptionist experience in a professional office environment with at least 1-2 years of experience working in the legal industry.

Education : At a minimum, candidates must have a High School Diploma or equivalent (any post-secondary education is preferred).

Skills :

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 2-weeks of paid time off each year, paid federal holidays and is eligible to enroll in our health benefits program.

Requirements

Clerical / Administrative Assistant