Administrative Support – Receptionist / Mail & File Management - U.S. Trade and Development Agency

Description

The Administrative Support – Receptionist / Mail & File Management position provides front-desk, mailroom, and records handling support to the USTDA Information Resource Center (IRC) and the Office of Administration.

This role serves as the first point of contact for visitors and callers, ensuring professional customer service and efficient handling of mail, correspondence, and file management. The position is central to maintaining the daily operational flow of the agency’s headquarters office, supporting both administrative and records management functions.

Key Responsibilities

Reception And Customer Service

• Serve as the primary receptionist for the U.S. Trade and Development Agency. 
• Greet visitors, verify credentials, and ensure adherence to USTDA security and access protocols. 
• Answer and route incoming calls, take detailed messages, and ensure timely communication with agency staff. 
• Provide general information to visitors and direct them to the appropriate office or meeting location. 
• Coordinate visitor access with building security and maintain sign-in logs. 
• Maintain an organized and professional front desk and lobby area at all times. 

Mail And Courier Operations

• Manage all incoming and outgoing mail, packages, and courier deliveries for the agency. 
• Log, sort, and distribute mail to appropriate offices in accordance with agency mail procedures. 
• Prepare outgoing correspondence and ensure proper postage and courier tracking. 
• Coordinate scheduled pickups and deliveries with carriers (USPS, FedEx, UPS, etc.). 
• Maintain mail and package tracking logs to ensure accountability and timely delivery. 

File And Records Management Support

• Support the Information Resource Center and Records Custodian in maintaining agency files and document organization. 
• Assist with the filing, scanning, labeling, and archiving of paper and electronic documents. 
• Maintain physical file rooms, ensuring documents are properly stored and retrievable. 
• Track and log document movements, ensuring compliance with USTDA records management procedures and NARA guidelines. 
• Support periodic file audits, inventories, and disposition reviews. 
• Assist in retrieving and preparing records for FOIA requests, audits, and internal reviews. 

Administrative & Operational Support

• Monitor and order office supplies, mailroom materials, and front-desk equipment as needed. 
• Assist with scheduling conference rooms or coordinating visitor logistics for agency events. 
• Provide clerical support such as photocopying, scanning, and document preparation. 
• Support the agency’s Business Center operations by managing supplies, ensuring cleanliness, and reporting facility issues. 
• Assist with agency onboarding by preparing workspace materials and distributing welcome packages. 

Requirements

Education & Experience

• High school diploma required; associate or bachelor’s degree preferred. 
• 2–4 years of experience in administrative, receptionist, or mailroom support — preferably within a federal government or contractor environment. 
• Experience handling mail distribution, courier services, or records filing processes. 

Technical Skills

• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams). 
• Familiarity with records management systems, scanners, and multifunction printers. 
• Ability to use and manage office phone systems, intercoms, and building access controls. 
• Experience working in a secure federal or professional office environment preferred. 

Soft Skills

• Excellent verbal and written communication skills. 
• Strong customer service orientation with a professional, courteous demeanor. 
• Highly organized, reliable, and detail-oriented. 
• Ability to multitask in a fast-paced environment and maintain composure under pressure.