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Receptionist/Clerk
Ref No.: 18-06215
Location: Richmond, Virginia
Start Date: 09/24/2018
Order # RFQ1325041
Job Title Receptionist/Clerk
Number of resumes 4 resumes each
Resume Due 09/07/2018 EOD


Job Description
Job Title Receptionist/ Clerk
Client U.S. Attorney's Office (USAO) Eastern District of Virginia (EDVA) of Department of Justice
Place of Performance the Richmond Division 919 East Main Street Suite 1900, Richmond, VA
Resume Due 09/07/2018 EOD
Number of Positions 1
No of Resumes 4
Working Hours Work will be performed on a 40 hours per week basis as applicable over a five-day workweek, 8:30am – 5:00pm, Monday – Friday.
Evening and weekend work may be required at times. Overtime is authorized only with prior approval from the USAO and the Contractor.
Period of performance One base year and 4 optional years (1920 hours each)
Base Period: September 24, 2018 to September 23, 2019
Option Period One: September 24, 2019 to September 23, 2020
Option Period Two: September 24, 2020 to September 23, 2021
Option Period Three: September 24, 2021 to September 23, 2022
Option Period Four: September 24, 2022 to September 23, 2023
US Citizen U.S citizen
Travel Travel is required. All travel shall be reimbursed in accordance with the Federal Travel Regulations.
Reference 3 professional references
Name, title, company, Contact info, Job description
Security The Contractor key personnel must be screened and pass the applicable background investigation for this position and adhere to DOJ Security Clauses. Active clearance is preferred.

Introduction
The objective of this contract is to obtain General Clerk services and duties to meet the requirements of the USAO, Vermont.

Job Duties
  1. Provide receptionist duties at the front desk. Receive visitors and telephone callers. Determine which calls and visitors should be referred to office staff, and the urgency of said calls and visitors. Process visitors according to current visitor management protocols. Maintain main number voicemail and auto attendant features. Prepare recorded greetings and activate off-duty telephone answering systems when required. Retrieve and distribute voicemail messages left on the main office number voicemail.
  1. Respond to inquiries, providing general information regarding office programs. Advise callers and visitors to contact the appropriate Federal, state, or local agencies concerning matters outside the USAO's purview and furnish the needed address or telephone number when available.
  1. Receive, review, and distribute incoming mail, including service of process. Check mail and annotate accordingly (i.e., date stamp, attorney assigned, case number, etc.). Ensure mail received from other agencies is appropriately screened and distributed. Immediately notify appropriate staff member when material is received via special shipment (e.g., Federal Express, UPS, etc.) or facsimile transmission and place in appropriate internal mailbox. Process outgoing mail as required. Monitor and update office calendars and reservation systems. Provide assistance and support with the office's government vehicle program, including vehicle checkout and coordination of maintenance.
  2. Maintain adequate levels of office supplies in reception area and coordinate the ordering of additional supplies as necessary through Supervisory Administrative Support Specialist. Receive reports of malfunctioning equipment from employees and help coordinate the repair through the Administrative Division.
  3. Produce a variety of written documents utilizing varied and advanced word processing software functions, working from handwritten draft, edited copy, or electronic files created by another staff member. Final copy may be in one of several formats, each requiring the use of advanced functions to perform editing functions and frequently involving specialized terminology. Use a variety of advanced word processing functions, e.g., to create tables of contents and lists of exhibits, make insertions and deletions, and move text throughout a single document and from one electronic word processing file to another. Store, retrieve and print a variety of documents to include those requiring complex formats such as graphics or tables within text. Ensure documents are in the proper format, and that spelling, punctuation, capitalization, and grammar have been verified. Consult with document author to resolve questionable material.
  1. Open/close cases in CaseView, print and assemble new case files. Assist legal assistants with electronic case filings in their absence. Communicate court docket changes to legal staff and check daily court calendars for additions/deletions.
  1. Assist legal assistants as necessary with preparing travel authorizations and vouchers using automated systems. Coordinate and prepare travel itineraries for case witnesses or litigation staff, as well as other duties as may be assigned from time to time to facilitate the efficiency of the program area.
  1. Perform other related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

The full-time Receptionist shall possess the knowledge, skills, and abilities to perform the major duties/requirements as outlined above. In addition, the knowledge, skills, and abilities outlined below are required.
  1. Proficiency in Microsoft Office software programs (Word, PowerPoint, Excel and Outlook).
  2. Ability to use, understand, and maintain directories, office personnel lists, and other guides and references to provide a variety of information on the office and to refer questions to other offices.
  3. Skill in meeting and interacting with people in a professional, courteous, and tactful manner.
  4. Skill in operating a multi-line telephone with voicemail system.
  1. Skill in operating a computer, electronic typewriter, or dedicated word processor using a standard typewriter-style keyboard with additional function keys to produce a wide range of documents. The full-time Receptionist is required to type at least 40 words per minute.
  2. Skill in operating automated document processing equipment such as photocopiers, printers, fax machines, scanners, binding machines, and label makers.
  3. High school diploma or GED required with at least 2 years of experience in reception and clerical support.