Administrative Assistant

Administrative Assistant

The Administrative Assistant will work with AUSAs, paralegals, administrative staff, and other personnel to support pending projects and initiatives within the USAO-DNJ’s. The Administrative Assistant will be responsible for receiving, logging, organizing, indexing, and managing documents, data, and other information collected. The Administrative Assistant must have basic office skills and knowledge of personal computers, scanners, copy and fax machines, and the ability to work with electronic storage media such as hard drives, CD/DVDs and thumb drives; and the ability to work as a team member and to facilitate work processes among other staff members.

Organizational skills are critical given the high volume of documents, data, and other materials the Administrative Assistant will be expected to manage. The Administrative Assistant must be able to effectively manage their workload, prioritize tasks, and maintain files in a consistent, systematic, and coherent manner.

Communication skills are extremely important. The positions require working and interacting professionally and effectively with all levels of staff, including legal support staff, document management teams, and attorneys. Ability to meet established deadlines and work as a team player in a professional office setting is also required. The position requires meeting and dealing with people in a courteous and tactful manner. Applicants must have the ability to use MS Excel, MS Outlook, MS Word, MS Powerpoint, Adobe Acrobat Professional, and reviewing documents and working in Eclipse, Relativity, and/or Casemap.

Prior experience, training, education or knowledge with or in the areas of business administration, and criminal justice will be highly useful.

The Administrative Assistant may also be asked to perform duties or support other divisions of the USAO DNJ and the Department of Justice, based on the current staffing needs of the USAO-DNJ. The Administrative Assistant will be expected to perform secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), in addition to:

• Compile, organize, and index documents, data, and other information received.

• Maintain a log of documents, data, and other information received.

• Upload documents, data, and other information received to the USAO-DNJ’s network servers consistent with existing file folder structure.

• Research and preparation of briefing charts and other presentation materials.

• Assist in the processing of documents, data, and other information received.

• Determine the need for organization, document management, assembly and preparation of documents and data sets.

• Work closely with executive assistant and senior staff to ensure that materials received are appropriately and efficiently organized.

• Coordinating and planning events and activities for the front office.

• Reviewing and analyzing a variety of incoming/outgoing executive level correspondence and making determination as to its appropriate disposition.

• Assist in the management of operational schedules; and making travel arrangements.

• Reviewing incoming/outgoing correspondence.

• Providing administrative and management support.