Administrative Support Clerk

Job Description

Job Description

Atkinson, Andelson, Loya, Ruud & Romo (AALRR) is a California-based AmLaw 200 law firm dedicated to providing legal services to both public and private organizations throughout the state. Established in 1979, with one office and five attorneys, AALRR has grown to more than 300 attorneys in ten offices throughout California.

The Administrative Support Clerk is a key contributor to the smooth and efficient operation of the law firm. This multifaceted role encompasses a broad range of responsibilities, including providing high-level administrative support, overseeing front-office functions, coordinating hospitality and meeting logistics, and maintaining organized and well-stocked office and common areas. The ideal candidate demonstrates professionalism, strong organizational skills, attention to detail, and the ability to manage competing priorities in a dynamic, fast-paced legal environment.

Essential Duties and Responsibilities

Administrative Support

• Provide general administrative assistance to the Office Manager
• Maintain physical and electronic filing systems; organize files for new matters
• Input and save information to the firm’s file system
• Assist legal staff with large copy jobs and the preparation of binders for hearings
• Support the Finance Team with printing and distributing work-in-progress (WIP) reports
• Assist with onboarding tasks for new employees

Front Office Operations

• Answer and direct incoming phone calls; take and deliver messages
• Greet visitors and guests; validate parking, and issue loaner key cards
• Maintain a professional and organized front office area
• Schedule meetings and send Outlook calendar invitations
• Manage office reservations for visiting attorneys
• Maintain and update the master conference room calendar
• Assist with setting up Zoom meetings in the conference rooms

Facilities and Hospitality

• Prepare conference rooms for meetings and depositions; clean and restock as needed
• Clean and restock the kitchen area at the end of each day
• Stock printers and copiers with paper daily
• Report on office or equipment maintenance issues to the Office Manager
• Submit building work orders for facility concerns (e.g., temperature, cleanliness)

Mail and Supply Management

• Retrieve, open, scan, and distribute incoming mail to appropriate staff
• Drop off outgoing mail and overnight packages at the end of the day
• Organize and maintain supply rooms and file rooms
• Coordinate with the Records Manager on large-scale records management projects

Other Responsibilities

• Understand and implement employee safety protocols
• Perform additional duties and special projects as assigned

Qualifications and Requirements

• Minimum of one year’s experience with scheduling, hospitality, and office logistics
• Strong verbal and written communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, etc.)
• Excellent organizational and time-management abilities
• Professional demeanor and dependable work ethic
• Attention to detail and strong documentation skills
• Ability to manage multiple priorities and deadlines

Physical Requirements

• This position requires regular on-site attendance and is designated as a fully in-office role
• Ability to remain focused and perform detailed work for extended periods
• Requires frequent walking, standing, kneeling, and bending, especially when preparing meeting rooms or organizing supplies
• Work involves remaining seated at a desk for extended periods while performing clerical and computer-based tasks 
• Regular use of a computer, including extended periods of typing, viewing a monitor, and using a mouse
• Operate standard office equipment such as copiers, scanners, phones, and printers
• Availability to work more than 40 hours per week, including overtime when necessary
• Capable of lifting up to 25 pounds, including packages, files, mail bins, or materials

Hourly rate: $20.00 - $26.00