Administrative Support Assistant

ROLE

We are seeking an experienced Administrative Support Assistant to support the United States Attorney’s Office for the Western District of New York (USAO WDNY) in Buffalo, NY. Your responsibilities will focus on providing front desk reception, clerical support, and mail management while assisting legal and administrative staff in a secure federal environment.

This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Apply today!

RESPONSIBILITIES

I. Reception Desk Operations* Perform receptionist duties at the front desk

• Greet visitors and answer incoming telephone calls
  
• Determine appropriate routing and urgency of calls or visitors
  
• Process visitors in accordance with current visitor management protocols
  
• Retrieve and distribute voicemail messages from the main line
  
• Exercise discretion when interacting with staff or the public
  

II. Public Inquiry Support* Respond to inquiries by sharing general information about office programs

• Advise external callers or visitors to contact appropriate outside agencies
  
• Provide contact details for relevant agencies when available
  

III. Mail Handling Procedures* Review and annotate incoming mail or packages, including legal service of process

• Screen and distribute mail from other agencies to appropriate recipients
  
• Notify staff immediately upon receipt of special shipments or faxes
  
• Place expedited deliveries in the designated internal mailbox
  
• Send outgoing mail in accordance with office procedures
  

IV. Scheduling & Logistics* Update office calendars or reservation systems as needed

• Request shipping materials from Federal Express (FedEx) or United Parcel Service (UPS) when supplies are low
  

V. Administrative Support Tasks* Support USAO staff with administrative tasks such as courthouse trips or interview scheduling

• Bind documents and research mailing addresses for correspondence
  
• Maintain and distribute current internal phone directories
  

VI. Case File Management* Open and close case files in the case management database

• Assemble case file contents following internal standards
  
• Purge outdated files according to office policy
  
• Assist in executing tasks related to the United States Attorney-5 (USA-5) program
  

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES* Ability to use, understand, and maintain directories, office personnel lists, and other reference materials

• Skill in using computer software programs (e.g., Microsoft Word, PowerPoint, Excel, and Outlook)
  
• Ability to interact with staff, visitors, and callers in a professional, courteous, and tactful manner
  
• Skill in operating a computer and multi-line telephone system with voicemail
  
• Knowledge of automated document processing equipment (e.g., photocopiers, printers, fax machines, scanners, binding machines, and label makers)
  

REQUIRED EXPERIENCE* Minimum of 4 years of clerical experience

PREFERRED EXPERIENCE* Experience supporting legal, court, or administrative operations

Experience working with government agencies or in a federal legal environment

• 
  

EDUCATION* High school diploma required

• Undergraduate degree preferred
  

LOCATION* Buffalo, NY 14202

TELEWORK* Not eligible for telework

CLEARANCE* U.S. citizenship is required as it supports the U.S. federal government

CLIENT* U.S. Department of Justice

TRAVEL* Travel is not required

WORK HOURS* 40 hours

• 8 hours a day
  
• 5 days a week
  

EMPLOYMENT CLASSIFICATION* Employment Classification Eligibility - Nonexempt

RELOCATION* Not eligible for relocation benefits

KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.

Other Considerations. Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.

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