Administrative Support Specialist

• Manage stockroom of expendable supplies/forms and reorder as needed
• Rotate and receive stock, sign for deliveries, and transport materials to the supply room
• Ensure deliveries conform to orders, report discrepancies, and process receiving documents to the Purchasing Official
• Process requests for supplies from Office employees
• Receive, inspect, and store furniture and equipment
• Report damaged items and processes receiving documents to the Purchasing Official
• Sign out and deliver equipment (i.e. trial carts, media devices, easels, etc.)
• Move filing cabinets, office furniture, boxes, charts, and case files to holding areas or to the Federal Records Center
• Transport equipment, supplies, and files between the Chicago Office and the Rockford field office
• Complete scheduled mail pickups and deliveries daily
• Sort, meter, and route all outgoing mail upon receipt
• Operate mailroom equipment to insert, fold, seal, wrap, and bundle mail
• Maintain up-to-date directories by name, room, telephone number, organization, and forwarding address
• Process and place all incoming and outgoing commercial mail in the lobby pick-up box by the end of each day
• Prepare, process, and file the appropriate logs for all checks received in the mail room
• Process all incoming and outgoing hand deliveries upon receipt in the mail room
• Ensure all special requirements are met on the hand delivery form
• Complete and process required hand delivery logs
• Conduct local hand deliveries to external customers when needed
• Ensure that no incoming or outgoing hand-delivery items are left in the mail room overnight
• Set up, operate, and adjust office copiers to produce single and multiple-page documents
• Operate binding equipment
• Review incoming copying requests to determine priority, and method of reproduction
• Handle sensitive materials (i.e., grand jury records, case documents, and press releases)
• Ensure security and confidentiality of sensitive material at all times
• Perform routine maintenance on office shredders (i.e., refilling oil and removing/replacing bags)
• Identify copier/shredder/binding equipment malfunctions and operation problems and notify appropriate staff
• Schedule and set up conference rooms and ensure rooms are cleaned at the end of the day
• Arrange all necessary equipment to be operational (i.e. table set-up, seating, set-up easels with pads & markers)
• Greet office visitors and issue Visitor ID badges
• Respond to phone inquiries from customers and guests
• Oversee the upkeep of government office vehicles (i.e., cleanliness, drive vehicles for scheduled maintenance)
• Maintain vehicle schedules (Issue/Receive keys and logs to/from users)
• Escort visitors and contractors who support the delivery and installation of equipment supplies and services
• Ensure all work assignments are completed on time and immediately notify DOJ supervisor if issues arise
• Perform frequent movements such as walking, bending, and lifting heavy equipment, boxes, and furniture
• Coordinate with various stakeholders (federal agencies, U.S. Courts, vendors, delivery personnel, and contractors)
• Provide feedback, opinions, suggestions, and recommendations on various administrative matters
• Operate office technology machines (i.e., computers, fax, copier, mail metering, folder/inserter, binding equipment)

• Excellent written and oral communication skills
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access, Teams)
• Proficient in Adobe Acrobat (i.e., document converting, tools option)
• Highly organized and multi-tasker
• Excel in fast-paced settings

• Minimum 1-year experience in an Administrative or Legal setting
• Progressive and relevant experience
• Must be able to lift a maximum of 70 lbs. and carry up to 35 lbs. (most items weigh between 15-20 lbs.)

• Bachelor’s degree preferred

• Dirksen Federal Courthouse—219 South Dearborn Street, Chicago, Illinois 60604

• N/A

• U.S. citizenship required since this role supports the U.S. federal government

• Department of Justice (DOJ)

• No travel required

• 40 hours per week
• 8 hours per day

• Employment Classification Eligibility — Non-Exempt

• Not eligible for relocation benefits

Salary : $30,000 - $70,000