General Clerk II

We are currently looking for two (2) General Clerk IIs for a contract position with the Department of Justice / United States Attorney’s Office (USAO) located in Chicago, Illinois.  This is initially for a 1-year contract with 2 additional optional years (for a total of 3 years) with the USAO.  Candidates must be U.S. Citizens and be able to clear an extensive background check / clearance investigation by the Department of Justice.

The individuals will provide a variety of administrative and clerical duties outlined below:

Supply/Equipment Room:

• Maintains stockroom of expendable supplies/forms.
• Submits requests for reordering supplies/forms.
• Rotates stock with the arrival of each new shipment.
• Receives deliveries of supplies and sign for materials.
• Assists in unloading material and transporting it to the supply room.
• Ensures that delivery conforms to the order, reports any discrepancies, and then processes receiving documents to Purchasing Official.
• Processes requests for supplies from Office  employees in a timely manner.
• Receives, inspects, and stores furniture and equipment. Ensures the delivery conforms to the order. Reports any
• damaged items and then processes receiving documents to the Purchasing Official.
• Signing out and delivering equipment, such as trial carts, media devices, easels, etc.
• Moving filing cabinets, office furniture, boxes, charts, and case files to the appropriate holding areas or to the
• Federal Records Center.
• Transporting equipment, supplies, files, etc. between the Chicago Office and Rockford field office.

Mailroom:

• Completes scheduled mail pickups and deliveries daily.
• Responsible for metering all outgoing mail upon receipt in the mail room.
• Upon receipt, sorts, and routes mail by determining subject matter and organizational designation.
• Conversant on and operates automated mail inserter/folder and sealer.
• Performs related duties such as wrapping and bundling of outgoing mail. Maintains up-to-date directories by name, room, telephone number, organization and forwarding address. Aids office employees in rush matters regarding mail and supplies.
• Processes all incoming and outgoing commercially contracted mail upon receipt and places all commercial mail in the pick-up box located in the building lobby by close of business each day.
• Prepares, processes and files the appropriate logs for all checks received in the mail room. All checks received must be processed out of the mail room by the close of the business day.
• Processes all incoming hand deliveries upon receipt in the mail room.
• Processes all outgoing hand deliveries upon receipt in the mail room. Uses appropriate messenger service.
• Pays close attention to special instruction on the hand delivery form to ensure all special requirements are met.
• Completes and processes required hand delivery logs. Conducts local hand deliveries to external customers when needed.

Copy Room:

• Setup, operate and adjust office copiers to produce single and multiple page documents.
• Reviews incoming copying requests to determine priority, and method of reproduction. Requests frequently involve sensitive materials, such as grand jury records, case documents, and press releases, which must be handled carefully to preserve the security and confidentiality of the material.
• Performs routine maintenance on all office shredders daily, by ensuring all oil reservoirs are full and remove/replace shred bags.
• Operates binding equipment.
• Diagnoses copier/shredder/binding equipment malfunctions and operation problems and performs corrective adjustments or makes service calls as necessary.

Conference Rooms:

• Setup conference rooms in a timely manner following the daily schedule.
• Arrange/Setup all necessary equipment to be operational, such as table set-up, arrange seating, set-up easels with pads & markers.
• Ensures conference rooms are cleaned at the end of the day.

Reception:

• Greet Office visitors.
• Answer phones.
• Issue Visitor ID badges.
• Schedule Conference Rooms.

Maintain Office (Government) Vehicles

·        Drive vehicles for scheduled maintenance

·        Oversee cleanliness of vehicles

·        Maintain vehicle schedules (Issue/Receive keys and logs to/from users)

Perform miscellaneous work assignments as required, including but not limited to:

• Conducts escorts of visitors, contractors, and others as needed to support delivery and installation of equipment supplies and services.
• Ensures all work assignments are completed in a timely manner and if a problem arises, brings the situation to the immediate attention of the DOJ supervisor.
• Contacts are with other members of the USAO, other federal agencies, the U.S. Courts, the public, vendors, delivery personnel and contractors.

Qualifications:

• Must be a U.S. Citizen.
• Must possess a valid State-Issued Driver’s License.
• High School Diploma or G.E.D. is required (an undergraduate degree is preferred).

• Must have a minimum of 1-2 years of administrative experience in a professional office environment with a strong preference for a legal setting.
• Good oral and written communication skills.
• Good attention to detail and the ability to read and follow directions.
• Experience interacting with the public.
• Skilled with Word, Excel, and Outlook.
• Good organizational skills.
• There is frequent walking, bending, lifting of heavy boxes, and moving of equipment and furniture.  Must be able to work in a physical capacity.
• Must be able to lift a maximum of 70 pounds and carry up to 35 pounds. Most items weigh between 15-20 pounds and are lifted intermittently on a frequent basis.

This is a full time / 40 hours per week position.  Candidates will be working onsite each day (telework is not available for this role).  This position offers the accrual of 2-weeks of paid time off each year, paid federal holidays and is eligible to enroll in our health benefits program.