This position is in support of the United States Attorney's Office in Topeka, KS at 444 SE Quincy. The estimated length of this assignment is expected to be for ONE (1) year with the potential for FOUR (4) one-year options.
Overtime and travel may be authorized as needed with proper approvals.
Primary Responsibilities include the following tasks but not limited to:
- Provides receptionist duties at the front desk.Receives visitors and telephone callers.Determines which calls and visitors should be referred to office staff, and the urgency of said calls and visitors.Processes visitors according to current visitor management protocols.
- Responds to inquiries, providing general information regarding office programs.Advises caller or visitor to contact the appropriate Federal, State or local agencies concerning matters outside the USAO's purview and furnishes the needed address or telephone number when available.
- Receives, reviews, and distributes incoming mail, including service of process.Checks mail and annotates accordingly (i.e. date stamp, attorney assigned, case number, etc.).Ensures mail received from other agencies is appropriately screened and distributed.Immediately notifies appropriate staff member when material is received via special shipment (i.e. Federal Express, UPS, etc.) or facsimile transmission and places in appropriate internal mailbox.Processes outgoing mail as required.
- Maintains adequate levels of office supplies and coordinates the ordering of additional supplies.Receives reports of malfunctioning equipment from employees and helps coordinate the repair through the Administrative Division.
- Produces a variety of written documents utilizing varied and advanced word processing software functions, working from handwritten draft, edited copy, or electronic files created by another staff member.Final copy may be in one of several formats, each requiring the use of advanced functions to perform extensive editing functions and frequently involving specialized terminology.Uses a variety of advanced word processing functions, e.g., to create tables of contents and lists of exhibits.Creates copies, edits, makes insertions and deletions, and moves text throughout a single document and from one electronic word processing file to another.Stores, retrieves and prints a variety of documents to include those requiring complex formats such as graphics or tables within text.Ensures documents are in the proper format, and that spelling, punctuation, capitalization, and grammar have been verified.Consults with document author to resolve questionable material.
- Open/close cases in CaseView, print and assemble new case files.Assists legal assistants with electronic case filings in their absence. Communicate court docket changes to legal staff and check daily court calendars for additions/deletions.
- Assists with preparing travel authorizations and vouchers using automated systems.Coordinates and prepares travel itineraries for case witnesses or litigation staff, as well as other duties as may be assigned to facilitate the efficiency of the program area.
- Performs other related duties as assigned.
*Proven excellent written and oral communication skills.
*At least TWO (2) years of experience in reception and clerical support.
*Ability to type at least 40 words per minute.
*Proficient in Microsoft Office software programs (i.e., Word, PowerPoint, Excel and Outlook).
*Ability to use, understand, and maintain directories, office personnel lists, and other guides and references to provide a variety of information on the office and to refer questions to other offices.
*Skilled in meeting and interacting with people in a professional, courteous, and tactful manner.
*Skilled in operating a multi-line telephone with voicemail system.
*Skilled in operating a computer terminal, personal computer, electronic typewriter, or dedicated word processor using a standard typewriter style keyboard with additional function keys to produce a wide range of documents.
*Skilled in operating automated document processing equipment such as photocopiers, printers, fax machines, scanners, binding machines, and label makers.
*Ability to take and follow directions.
*Ability to consistently deliver highest quality work under extreme pressure will be very important.
*Attention to detail.
*Some walking, standing, bending and ability to lift and carry items weighing up to 50 pounds.
*Ability to obtain a security clearance.
*High school diploma or GED required.
*Must be a U.S. Citizen.
*Experience working in a Government and/or Litigation Support environment in conjunction with basic qualifications, preferred.
*Current or active clearance.