Mailroom/Reception/Administrative Support (Chicago, IL)

Ivyhill has an immediate for Mailroom/Receptionist/Administrative Support for a project located in Chicago, IL. The qualified candidate will provide administrative support services pertaining to supply/equipment, mailroom, copy room, conference rooms, reception area, and government vehicle maintenance office on our project. Will perform work in an office setting, Monday - Friday, working an 8-hour shift between the hours of 7:30 AM - 5:30 PM (CST).The qualified candidate will provide administrative support to include, but not limited to: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. Subject matter is often not clearly identifiable.

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 matter 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.

Ensures that no incoming or outgoing hand delivery items are left in the mail room overnight.

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 and markers.

Ensures conference rooms are cleaned at the end of the day.

Reception Area

Greet office visitors.

Answer phones.

Issue Visitor ID badges.

Schedule Conference Rooms.

Maintenance Office (Vehicles)

Drive vehicles for scheduled maintenance.

Oversee cleanliness of vehicles.

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

Other Administrative Tasks

Escort visitors, contractors, and others as needed to support delivery and installation of equipment supplies and services.

Ensure all work assignments are completed in a timely manner and if a problem arises, brings the situation to the immediate attention of the onsite supervisor.

Interact with other members of the government, other federal agencies, the U.S. Courts, the public, vendors, delivery personnel and contractors.

Provide timely and correct information, feedback, opinions, suggestions and recommendations on various administrative matter directly affecting the position.

(Candidates who reside in a qualified HUBZone area are a plus. Please confirm qualified HUBZone eligibility by accessing the HUBZone Map: (https://maps.certify.sba.gov)).RequirementsQualified candidate will possess the following:

U.S. Citizenship.

A valid State-Issued Driver's License.

A minimum of High School Diploma or equivalent.

One year experience in an administrative or legal setting.

Good communication and organizational skills.

Ability to deliver highest quality of work under pressure.

Proficiency with Microsoft Office Suite Products (Word, Excel, PowerPoint, Outlook, Access, and Teams).

Proficiency with Adobe Acrobat.

Converting documents into Adobe PDF documents.

Ability to learn and use the "Tools" option.

Capability to operate office technology, including but not limited to computers, fax machines, copier machines, mail metering machine, folder/inserter machine, and binding equipment.

Organizational skills and the ability to multi-task.

Ability to pass a government background investigation.

Ability 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.)

Ability to frequently walk, bend, lift heavy boxes, and move equipment and furniture.

Other administrative-related duties as assigned.

BenefitsIvyhill has a competitive benefits program which includes medical, dental and vision; Life and AD&D insurance; Short- and Long-Term Disability; supplemental Life insurance and a 401(k) Plan.Ivyhill is an equal opportunity employer. In compliance with Federal and State Equal Opportunity Laws, qualified applicants are considered for all positions applied for without regard to race, color, religion, sex (including pregnancy and gender identity) , national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, veteran status or any other legally protected status.