Receives telephone calls and visitors to the office. Controls access to the office and insures that only visitors properly cleared are authorized entry.
Notifies staff members of visitors or incoming telephone calls. Takes messages from, and gives messages to visitors when staff members are unavailable.
Handles citizen complaints over the telephone and in person. Directs caller or visitor to proper agency and provides citizen complaint form.
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 legal documents (e.g., Civil Rights complaints) and notifies appropriate person of receipt. Organizes and maintains in binders any necessary form or other documents in prescribed manner.
Maintains an up-to-date telephone listing and files of addresses of departments and agencies. Maintains necessary telephone directories needed by the office.
Reserves conference rooms upon request.
Receives, reviews, and distributes incoming mail, including interoffice mail and service of process. Checks mail and annotates accordingly. Immediately notifies appropriate staff members when hand-delivered incoming mail, FedEx and UPS deliveries, and FAXs are received and places in appropriate internal mailbox.
Receives requests for office supplies from co-located personnel and submits interoffice orders for replenishment as needed.
Receives reports of malfunctioning equipment and notifies appropriate point-of-contact. Follows up to ensure item is repaired and available for use
Indexes files, maintaining files in an orderly fashion. Files documents with Clerk’s Office; delivers courtesy copies. If document is incorrect, makes necessary changes when possible to complete filing by the Clerk.
Provides courier services from the USAO to the courthouses and state and federal agencies as required to files and/or deliver legal documents on a daily basis and at other times required.
Must be a US Citizen and able to obtain a government security clearance to include an extensive background investigation.
At least one year of word processing experience including familiarity with the specific office automation environment.
Must be able to type at a minimum rate of 65 wpm with an accuracy rate of 95%.
Excellent oral and written communication skills required.
High school diploma or GED required.
Pleasant telephone manner and pleasant manner in greeting visitors extremely important.
Works in an office setting; some walking, standing, bending and carrying of small office items is requires.
With prior approval, works overtime depending on work and caseload.