Administrative Assistant / Information Receptionist

Advent Services•Mobile, AL

16h•Onsite

About The Position

Advent Services LLC is a leader in supporting clients in technically demanding industries, promoting innovation and empowering partners to manage risk, protect information, and achieve organizational objectives. This position serves as a Data Analyst responsible for providing a wide variety of administrative services to the office and the Criminal Division. The role includes daily clerical administrative duties, direct support to the legal staff with file maintenance, records management, compiling and reviewing reports, updating and searching databases regarding case activity, completing standard forms, and archiving/returning documents and evidence. The contractor will also assist in preparing materials for public events and conferences. Additionally, the role serves as the primary receptionist at the main point of entry, responsible for greeting and handling all visitors and callers, including the public, vendors, client agencies, and the judiciary.

Requirements

Skill in operating automated telephone systems including EVOIP.
Knowledge of legal and law enforcement terms and procedures.
Proficiency in using word processing and spreadsheet software.
Proficient in data entry.
Knowledge, skills and abilities to perform the duties as specified herein.
Skill in meeting and dealing with people in a courteous and tactful manner.
Ability to use, understand and maintain directories, personnel lists and other guides and references to provide a variety of information on the office and to refer questions to other offices.
Proficient in using word processing and spreadsheet software, Microsoft Office software programs (i.e., Word, PowerPoint, Excel and Outlook).
Experience in customer service and knowledge of telephone systems, including EVOIP technology, and a strong background in customer service to assist callers by providing information, referring calls to the appropriate point of contact and escalating urgent calls from federal agents, the judiciary as needed.

Nice To Haves

Undergraduate degree is preferred
WordPerfect is also helpful.

Responsibilities

Provides a variety of clerical and administrative support assistance.
Searches files and databases for information regarding case and matters used in a variety of recurring reports.
Assembles data using report functions in a variety of formats.
Establishes and maintains a variety of legal and general office files.
Searches online software programs for information needed by administrative and legal staff.
Separates, screens, selects, assembles, and organizes files and records material for disposition or transfer to records depository in accordance with established procedures.
Schedules appointments and meetings.
Arranges travel by preparing itinerary, and securing transportation and hotel reservations using electronic travel booking system.
Prepares travel authorizations and vouchers using web based electronic travel system.
Serves as Information Receptionist for the office.
Assists callers by providing information, referring calls to the appropriate point of contact and escalating urgent calls from federal agents, the judiciary as needed.
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.
Determines which matters should be referred to the AUSA and the urgency of the matter.
Maintains an up-to-date telephone listing and file of addresses of client agencies, local law enforcement agencies and the judiciary.
Obtains address information from letters and correspondence arrive at the office.
Maintains weekly Attorney duty rotation lists for visitors, phone calls and revocation hearings.
Maintains telephone equipment.
Prepares recorded greetings and activates automated telephone messaging features when required.
Manages voice messages received after hours.
Receives, reviews, and distributes incoming mail.
Notifies appropriate staff member when material is received via hand delivery or FAX transmission and places in appropriate internal mailbox.
Receives telephone calls and visitors to the office.
Controls access to the office and allows only visitors properly cleared are authorized entry.
Notifies staff members of visitors or incoming telephone calls.
Takes messages from, and gives messages to, visitors and callers when staff members are unavailable.