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Office Assistant (part-time)

Husch Blackwell Llp Denver, CO
  • Expired: July 20, 2019. Applications are no longer accepted.

Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations.  We have an immediate opening for a part-time Office Assistant in our Denver office.   

The Office Assistant performs essential administrative job functions including assisting Office Administrator, managing daily office needs and providing relief support to receptionist. Works with local office vendors in addition to administrative responsibilities. Essential job functions include:

  • Serve as back-up support to the Receptionist:
    • Greets visitors; recognizes frequent client visitors.
    • Direct internal and external calls; utilize paging system.
    • Log in all deliveries received at front desk and contact appropriate person for pick-up.
    • Schedule conference rooms efficiently and accurately utilizing scheduling software.
    • Resolves scheduling conflicts utilizing all available resources.
    • Set up beverage services for meetings, including food service if requested.
    • Coordinates flow of events with vendors, clients, staff and attorneys.
    • Communicates hospitality set-up and audio-visual needs to responsible staff.
    • Ensures supervisor is apprised of non-routine events or significant scheduling conflicts.
    • Exhibit strong customer service skills; conduct business in a professional and confidential manner.
    • Understand emergency procedures; respond appropriately if emergencies arise.
    • Copes successfully with demands, remaining calm under pressure; notifies supervisor of difficult situations.
  • Monitor, maintain and stock public areas:
    • Monitor public areas on a daily and consistent basis to maintain a clean and orderly state.
    • Maintain kitchenette/break room and complete weekly inventory of supplies (paper products, glassware, dinnerware, utensils etc.); weekly disposal and cleaning of refrigerators.
    • Calls for service and repairs on office equipment (i.e. Ricoh, icemaker etc.)
    • Maintain organization and upkeep of supply/copy room.
    • Maintain Visiting Attorney Offices
    • Maintain supplies and keep stock of frequently requested items on hand at all times.
    • Maintain adequate levels of office supplies, most recent phone rosters etc in conference rooms, phone rooms, business centers and visitor offices.
    • Stock copiers with paper.
  • Manage internal and external mail (U.S. Mail, Federal Express, UPS, etc.), including:
    • Accurate sorting and distribution of incoming U.S. Mail, inter-office and intra-office mail, FedEx, and UPS packages.
    • Prepare FedEx packages for daily shipment.
    • Hand deliver any certified, registered, or express mail packages to the post office as required.
  • Provide administrative support for office such as copying, faxing and word processing.
  • Responsible for logging and distributing incoming faxes to the appropriate person.
  • Assist with clerical projects such as large mailings and file organization.
  • Perform other facilities jobs and duties as may be required from time to time.
  • Monitor client and attorney needs during meetings, delivering needed items in a timely and professional manner.
  • Assist with inventory, ordering and reconciling invoices for office and hospitality items.
  • Place all hospitality supply orders with approved vendors.
  • Order office supplies from approved vendor.
  • Perform light housekeeping duties to include cleaning of light switches, painted doors, glass doors, vacuuming following large conference room meetings as required, etc.
  • Request building engineer assistance through building management’s software.
  • Responsible for accurate and timely copy services.
    • Organize incoming copy center materials by priority
    • Review each project prior to copying for unique attributes and copy projects
    • Check quality of each project upon completion and deliver to requesting party
  • Prepare projects in spiral binding or deposition binding if necessary.
  • Additional internal and external mail management duties: (including U.S. Mail, Federal Express, UPS, etc.)
    • Accurate collection, sorting and distribution of incoming U.S. mail, inter-office and intra-office mail, UPS packages, and memos three times daily.
    • Weigh and meter outgoing mail.
    • Record outgoing mail on postage log.
    • Maintain an adequate level of mail room supplies, i.e. postage tape, ink, mailing envelopes, expense vouchers, certified, registered, Express and Priority supplies.
    • Record keeping to include completing postage expense vouchers for client reimbursement, completion of the daily beginning and ending meter reading log, and completion of meter reset voucher and its routing to the accounting department
    • Maintain an adequate level of mail room supplies, i.e. postage tape, ink, mailing envelopes, expense vouchers, certified, registered, Express and Priority supplies
    • Hand deliver outgoing FED EX ground packages to FED EX station
  • Occasionally hand-deliver packages outside of office

 

PHYSICAL REQUIREMENTS

  • The physical activity of this position:
    • Stooping. Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
    • Kneeling. Bending legs at knee to come to a rest on knee or knees.
    • Crouching. Bending the body downward and forward by bending leg and spine.
    • Reaching. Extending hand(s) and arm(s) in any direction.
    • Standing. Particularly for sustained periods of time.
    • Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
    • Pushing. Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
    • Pulling. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.
    • Lifting. Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
    • Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
    • Grasping. Applying pressure to an object with the fingers and palm.
    • Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
    • Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
    • Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
    • Repetitive Motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
  •  The physical requirements of this position:
    • Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.
  • The visual acuity requirements including color, depth perception, and field vision:
    • The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
  • The conditions the worker will be subject to in this position:
    • The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

 

CORE REQUIREMENTS

  • Ability to deliver superior service to all internal and external customers and communicate effectively.
  • Ab

Husch Blackwell Llp

Address

Denver, CO
USA