Administrative Assistant

Summary: Provides general office and administrative support to legal teams to include data entry and shipping.


Essential Functions:

• Print, scan, save and photocopy documents.
• Prepare mailings and shipments, receive all packages at the front desk and arrange for package pickup with UPS or FedEx.
• Maintain and organize digital and physical client files.
• Retrieve and/or return files.
• Welcome visitors by greeting them, in person or on the telephone.
• Answer or refer inquiries.
• Maintain safe and clean reception and kitchenette areas.
• Assess and anticipate need for ordering or distributing office supplies.
• Prioritize, track and monitor problems to ensure timely resolution.
• Maintain confidentiality of client information.

Non-Essential Functions:

• Close completed or cancelled cases.
• Prepare emails, letters, and process documentation as needed.
• Serve as a team member on administrative and other projects as needed.
• Generate shipping exception reports and track deliveries, missing or lost packages.
• Other duties as assigned.

Requirements

Qualifications: Education and Work Experience

High School Diploma or equivalent, Associate degree preferred. Three to five years of prior office experience required, experience at a law form preferred. General knowledge of databases and the Microsoft Office suite. Excellent interpersonal, communication (both oral and written), and problem-solving skills. Must be able to work effectively under strict time deadlines. Outstanding organizational and time management skills. Ability to perform multiple tasks in a fast-paced environment. Excellent customer service skills and ability to handle heavy workloads.

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 duties, the employee will constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer;
• The employee will occasionally need to move about inside the office to access file cabinets, office machinery, etc.;
• Must be able to lift 35 pounds;
• Must be able to stand or sit for long periods of time.