SUMMARY: This individual is responsible for greeting clients and visitors to the Firm’s suite, scheduling conference rooms, coordinating messenger deliveries and other various clerical duties as needed. This individual is also responsible for the Records and Office Services Clerk duties. This is a non-exempt position and the individual is eligible for overtime pay.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Welcomes clients and visitors to the Firm’s suite and ensures proper clearance and routing of parties.
Responsible for answering the main number with a positive, professional voice. Transfers calls or takes messages as appropriate.
Contacts local messenger service for pick up or delivery of documents, forms, packages, etc. Maintains record of all incoming and outgoing local messenger requests. Sorts daily mail.
Opens Reception doors at precisely 8:30 a.m. Monday through Friday; opens earlier if necessary.
Lifts and moves small delivery packages within the reception area or to appropriate secretaries or offices.
Maintains roster and knowledge of all personnel. Monitors and updates daily office calendar.
Maintains Daily Outs list. Communicates with secretaries for schedules of attorneys as necessary.
Schedules and maintains records for reserving conference rooms; confirms room reservations on a daily basis.
Maintains neatness of lobby and Reception area.
Performs periodic inspections of kitchen items and meeting space to ensure proper adequacy for greeting clients.
Assists with catering arrangements and reservations for luncheons and large meetings as needed.
Provides beverage set-ups for meetings.
Assists with miscellaneous clerical duties within the Firm.
Daily maintenance and stocking of kitchen supplies to accommodate staff and clients.
Work occasionally requires irregular hours and/or more than 37.5 hours per week to perform the essential duties of the position.
Maintains supplies for Records area.
Maintains client files including: creating new records, assigning and labeling identification numbers to files, adding new materials to files, periodic inspections of files to ensure correct placement, legibility and condition, and sorting and classifying information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical or numerical order.
Assist with preparing files for destruction.
Assist with preparing files for closing.
Assist with preparing files for transfer.
Completes data entry of the automated process in Elite, for easy location for future use.
Responsible for monitoring incoming materials to determine how and where they should be classified, filed or distributed.
Office Services Clerk
Assists secretaries with copy jobs, especially larger projects.
Manages operations of all outgoing mail by using postage machine. Handle Post Office requests, when necessary.
Performs regular office supply inventory and alerts Office Administrator when order is needed.
Contacts vendors for service when requested.
Assist with setting up video conferences and video presentations as needed.
File new library publications and replacement pages as received.
Maintain log of electronic items and loose-leaf filing of treatises.
KNOWLEDGE, EDUCATION, SKILLS, WORK EXPERIENCE:
High School degree or equivalent, required.
Ability to read, write and perform arithmetic computations at a level normally acquired through the completion of high school or equivalent.
At least one year on-the-job experience necessary in order to gain an understanding of the law office and departmental policies and procedures.
Ability to present self with a professional appearance, and a patient, approachable, diplomatic demeanor at all times.
Proficient knowledge of firm software and hardware including Outlook, Word, Excel, Interaction, telephones, and photocopiers.
Ability to prioritize numerous tasks and complete them under time constraints; strong organizational skills.
Interpersonal skills necessary in order to communicate and follow the instruction effectively from a diverse group of attorneys and staff and provide information with courtesy and tact.
Ability to lift small delivery packages and boxes.
A strong commitment to Reception, Records and Office Services duties as customer service functions within the Firm, and ability to operate effectively and cooperatively within the department to enable the department to function cohesively and to provide excellent customer service within the Firm.
Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing other essential duties.
Normal office environment with little exposure to excessive noise, dust, temperature and the like.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirement.