Administrative Assistant (Office Automation)

Executive Office for U.S. Attorneys and the Office of the U.S. Attorneys•Montgomery, AL

About The Position

The Administrative Assistant joins the Administrative Division of a U.S. Attorney’s Office and provides routine administrative support to the district. The work includes maintaining office files and records, performing office automation duties, and serving as a back-up Information Receptionist. The position supports office operations by preparing and managing documents, maintaining commonly used supplies, assisting with copy and mail room functions, helping prepare travel authorization requests, and assisting with records management in accordance with USAO policy. As back-up Receptionist, the incumbent welcomes and directs visitors, answers and routes telephone calls or takes messages, reviews incoming mail, and escorts authorized guests through the facility for contract functions.

Requirements

U.S. citizenship or U.S. national status.
Meet the GS-5 qualification requirement through one year of specialized experience equivalent to GS-4, four years of education above high school, or an allowed combination of education and experience.
Specialized experience, if used, must include clerical support in an office setting, such as front-desk or general office operations, reviewing documents and processing forms or requests, maintaining files and records, and using automated software to prepare documents and related materials.
Type at least 40 words per minute on a five-minute sample with three or fewer errors; a typing test may be required.
Complete satisfactory pre-employment adjudication, including fingerprint, credit, and tax checks, and drug testing; continued employment is subject to favorable background-investigation adjudication.
Register for Selective Service, if applicable.
Meet all qualification requirements by the announcement closing date.
If selected, may be required to complete a one-year probationary period.

Responsibilities

Administer routine USAO support activities.
Produce documents using varied and advanced word-processing software functions.
Store, retrieve, edit, and print documents with complex formats, including graphics or tables.
Maintain office supplies and other commonly used items, including supplies in copy and mail rooms.
Assist with operating copy machines, collating and stapling materials, and basic troubleshooting of copiers and printers.
Assist with preparing travel authorization requests.
Assist with the records management program in accordance with USAO policy.
Serve as a back-up receptionist by receiving visitors and directing them to the appropriate person or office.
Answer telephones, refer callers to staff members, or take messages as appropriate.
Receive and review incoming mail.
Escort authorized guests throughout the USAO facility to perform contract functions.