Administrative Assistant

Technical Support

Uses Firm software (MS Office, including Excel & PowerPoint, DMS, Visio, etc.) to prepare, revise, format and finalize a wide variety of work, including department maps, assignments lists, correspondence, memoranda, spreadsheets and presentations.  In conjunction with the preparation of such work, the Admin Assistant is responsible for proofreading and questioning inconsistencies in material.  Familiarity with PeopleSoft Timekeeping and Chrome River software.  Familiarity with PeopleSoft to make regular update regarding assignment changes and updates.

Administrative Support:

Monitor and maintain practice assistant attendance and overtime through PeopleSoft Time & Absence.  Monitor, coordinate and maintain secretarial review website and materials.  Continuous monitoring of telephones. Coordinate and schedule meetings and appointments; maintain department calendars.

Serve as backup to coordinate floater secretarial assignments to meet attorney staffing needs and arrange overflow assistance for attorney/client work and special projects. Work in conjunction with the Document Service Supervisor and Coordinators to ensure all client/Firm needs are being met.

Assign practice assistants to visiting attorneys, process emails and circulate confirmation emails.  Provide Chrome River access to PAs.  Maintain up-to-date Assignment Lists and department maps and distribute new versions.  Track and update the new hire listing document as needed.  Manage shared calendars.  Maintain and update Attorney Moves document.  Maintain and upload documents as needed the Practice Assistant SharePoint site.  Oversee AccuRoute tracking, assigning, communications and meetings.  Assist in coordination of training newly hired practice assistants and in preparation of training materials.  Assist and/or initiate department document updates as necessary.  Various project work as needed.

Interact on a daily basis with Departments within the Firm to facilitate highest possible support, including Human Resources (review and attendance) Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center/Catering (scheduling/arranging meetings and requested accommodations); Reprographics Department; Digital Services, etc.

File Maintenance:

Establish and maintain paper and electronic files in compliance with current firm policies utilizing the Firm’s Document Management System.

Customer/Client Service and Teamwork:

Provide assistance to other members of Support Services and Secretaries whenever necessary to meet Firm and client needs; organize and prioritize workload to most efficiently enable and facilitate team effort to accomplish Department, Firm and client goals.  Fosters professional, cooperative and supportive relationships with peers, superiors and attorneys.  Shares information and offers ideas and solutions in a team environment. 

Professional Demeanor:

Exhibit professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements.  Maintains positive, professional, courteous and flexible demeanor when dealing with Firm personnel. Performs complex administrative activities which may be highly confidential and sensitive, and  require discretion and diplomacy.

QUALIFICATIONS:

The ability to work the core business hours of 9:00 am - 5:00 pm with flexibility for overtime, as required.  Must have 3+ years of recent administrative experience.  Proficiency in MS Office with a minimum typing speed of 45+ words per minute required.

EDUCATION REQUIREMENTS:

Must have high school diploma.  Associate Degree preferred.

CORE COMPETENCIES: 

Technical Job Knowledge:

Maintains and applies the appropriate level of technical job knowledge, skills and capabilities necessary to fulfill job requirements and support the Firm.

Teamwork and Collaboration:

Works cooperatively and collaboratively with others to achieve shared goals and objectives.

Professionalism:

Conducts oneself in a highly professional and credible manner; exhibits confidence, integrity and composure in all work engagements and interactions.

Communication:

Effectively communicates with others by obtaining and sharing information in a clear, concise and timely manner.

Work Prioritization and Organization:

Prioritizes and organizes work activities as needed to efficiently complete tasks and accomplish desired results.

Accountability and Ownership:

Takes a disciplined and conscientious approach to completing work; pays close attention to details and delivers high quality results.

Service Orientation:

Demonstrates a strong desire to serve one’s internal and external clients by anticipating and responding to their needs.

Critical Thinking and Judgment:

Applies critical thinking and sound judgment to solve problems and select the best course of action in each situation.