Administrative Assistant

About this role

• **Purpose of the Job:** Responsible for providing assistance to the team, which consists of the secretaries and timekeepers, and performing a variety of other duties as needed.
• The Administrative Assistant maintains an open line of communication with the Human Resource Manager regarding assignments and projects and provides flexible support to meet team and firm needs.
• **Key Responsibilities:** * Provide team support to timekeepers and staff.
• * Provide assistance to secretaries and timekeepers with projects deemed appropriate.
• * Maintain open communication with the Human Resource Manager regarding assignments, projects, and concerns.
• * Create and maintain a positive, "will-do" attitude in supporting the team.
• * Prepare File Action Reports during the process of closing files.
• * Quality-control files to ensure they are prepared according to the Records Center's guidelines and specifications.
• * Become familiar with file walls and files in order to assist secretaries with filing.
• * Type letters, update indexes, and create binders.
• * Provide assistance to secretaries with entering billable time into Elite.
• * Remain flexible in the daily schedule to accommodate unexpected situations resulting from attorneys', paralegals', and secretaries' work needs.
• * Perform a variety of duties and other work deemed appropriate in support of the team and firm operations.
• **Required Qualifications:** Education * High school diploma or general education degree, or an equivalent level of spelling, diction, and grammatical ability normally acquired through successful completion of that education.
• Experience * Experience supporting administrative, clerical, records, or office operations preferred.
• * Experience working in a team-oriented professional office environment preferred.
• Skills * Organizational, prioritization, proofreading, and attention to detail skills to allow for timely, effective, and accurate performance of job duties with little or no outside assistance.
• * Interpersonal skills necessary to communicate with a diverse group of attorneys, staff, and clients and to provide or obtain information with ordinary courtesy, diplomacy, and tact.
• * Accurate typing ability of 50 words per minute and comprehensive computer and office equipment experience.
• * Ability to communicate concerns appropriately to the Human Resource Manager.
• * Possess the drive and ambition to succeed and work in a team environment.
• * Flexibility to respond to changing priorities and unexpected support needs.
• **Physical Requirements:** * Work requires sitting, bending, stooping, computer keyboarding, continuous use of the hands, telephone contact, and reading.
• * Work may require lifting 25 to 50 pounds or more.
• **Performance Measures:** Goals * Provide timely and accurate support to secretaries, timekeepers, and staff.
• * Prepare and quality-check files in accordance with Records Center guidelines and specifications.
• * Complete typing, indexing, binder creation, and time-entry support accurately and efficiently.
• * Maintain dependable communication and responsiveness regarding assignments and projects.
• Competencies * Organization and attention to detail.
• * Teamwork and service orientation.
• * Flexibility and adaptability.
• * Professional communication.
• * Reliability and follow-through.
• **Working Conditions:** * Professional office environment within a large law firm.
• * Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
• * Flexibility in the daily schedule is required to accommodate unexpected work demands from attorneys, paralegals, and secretaries.
• Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws.
• For further information, please review the Know Your Rights notice from the Department of Labor.

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