Receptionist/File Clerk

Office Administrative Assistant

Primary Purpose: Serves as the first point of contact for the office by answering, screening, and directing incoming calls and by greeting clients and visitors. Maintains the firm's physical and electronic filing systems, provides word processing support, processes incoming and outgoing mail, and runs errands, including the pick up and delivery of documents at the courthouse and other locations. Serves as backup to the legal assistant and office manager and performs administrative tasks for both as requested. This is not a remote position. Essential Duties and Responsibilities include the following; however, other duties may be assigned.

1. Answer, screen, and direct incoming calls; take accurate and complete messages; greet clients, adjusters, and other visitors and notify the appropriate attorney or staff member.
2. Open, sort, date stamp, and distribute incoming mail; prepare outgoing mail, certified mailings, and courier or overnight packages; maintain postage and delivery records.
3. Open, maintain, and close client files; file correspondence, pleadings, discovery, and records in the physical and electronic filing systems on a current basis; maintain the file index and the records of files sent to storage.
4. Perform word processing for the attorneys, legal assistant, and office manager, including correspondence, pleadings, discovery, and reports prepared from dictation, handwritten drafts, or transcription, in accordance with firm formatting standards.
5. Run errands as assigned, including the pick up and delivery of pleadings, orders, and other documents at the courthouse and court clerk's office, and trips to the post office, bank, clients, and vendors.
6. Scan, copy, assemble, and index documents, exhibit notebooks, and deposition materials.
7. Assist with calendaring and with the scheduling of appointments, depositions, mediations, and meetings.
8. Maintain the office supply inventory, place supply orders, and coordinate maintenance and service of office equipment.
9. Serve as backup to the legal assistant and office manager and perform administrative tasks for both as requested, including scheduling, requesting and organizing records, assembling discovery materials, and processing invoices for payment.
10. Maintain the reception area, conference room, and file room in a neat and orderly condition.

Competencies To perform the job successfully, an individual should demonstrate the following competencies:

1. Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully.
2. Interpersonal Skills - Maintains confidentiality; Acts professionally during interactions with others.
3. Oral Communication - Speaks clearly and courteously in person and by telephone; Listens and asks questions to receive clarification; Responds well to questions; Takes accurate and complete messages and relays them promptly.
4. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar errors; Varies writing style to meet the needs of different projects; Presents numerical data effectively; Able to read and interpret written information.
5. Customer Service - Responds promptly and courteously to clients, adjusters, court personnel, and vendors; Handles difficult or emotional situations with tact; Follows through on commitments.
6. Diversity - Shows respect for cultural differences; Promotes a harassment-free environment.
7. Ethics - Treats people with respect; Keeps commitments; Works with integrity; Upholds organizational values; maintains confidentiality.
8. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.
9. Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
10. Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
11. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position.
12. Quality - Demonstrates accuracy and thoroughness; Monitors own work to ensure quality.
13. Quantity - Completes work in a timely manner; Works quickly.
14. Adaptability - Adapts to changes in the work environment; Able to deal with frequent changes, delays, or unexpected events.
15. Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent.
16. Arrives at meetings and appointments on time.
17. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Qualifications To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience A high school diploma or equivalent is required. One year of reception, clerical, or administrative experience, preferably in a law office or other professional office; or equivalent combination of education and experience is desired.

• Language Skills
  • Ability to read and interpret routine legal documents and correspondence. Ability to write and draft routine correspondence and accurate, complete telephone messages.
  • Ability to effectively present information and respond to questions from attorneys, clients, court personnel, and the general public.
  • Ability to transcribe dictation accurately and to proofread work for spelling, grammar, and formatting errors.
• Mathematical Skills
  • Ability to add and subtract two-digit numbers and to multiply and divide.
• Reasoning Ability
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Computer Skills
  • To perform this job successfully, an individual should have knowledge of Word Processing and Spreadsheet software and should be able to learn the firm's practice management and document management software. Accurate keyboarding and the ability to operate a multi-line telephone system, scanner, and copier are required.
• Other Skills and Abilities
  • Must have knowledge of office administrative and filing procedures, including alphabetical and numerical filing systems, and knowledge of the use and operation of standard office equipment, at a level generally acquired through 1+ years related experience. Ability to maintain the highly confidential nature of legal work.
• Certificates, Licenses, Registrations
  • A valid Oklahoma driver's license, a satisfactory driving record, and reliable transportation with current liability insurance are required in order to perform errands.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the individual selected must be able to remain in a stationary position 50% of the time. The person in this position needs to move about inside the office to access file cabinets and office machinery and must be able to operate a motor vehicle in order to run errands. This position requires the ability to frequently lift, carry, and move files, boxes, and supplies weighing up to 25 pounds, and to ascend and descend stairs at the courthouse and other locations. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The worker is regularly in a typical office environment and is not exposed to adverse environmental conditions. While running errands, the worker is occasionally exposed to outdoor weather conditions and to the ordinary hazards of driving. The noise level in the work environment is usually moderate. Oklahoma Farm Bureau & Affiliated Companies is an Equal Opportunity Employer