Administrative Assistant

JOB DESCRIPTION

Job Title: Administrative Assistant Job Category: Year Round
Location 1 West Main St. Position Type: Full time
FLSA Status: Non-Exempt/ Hourly Supervises: No one
Reports To: Office Manager BFOQ: Must be 18 years old
Expected Schedule: Monday – Friday, 8:00am – 5:00pm with an hour lunch break

POSITION SUMMARY

Under the direct supervision of the Office Manager, the Administrative Assistant is responsible for all aspects of client files from conflict check to closure, storage, and retention. The Administrative Assistant is responsible for answering and routing all incoming calls to the appropriate individual, receiving visitors and clients at the front desk by greeting welcoming, directing, and announcing them, file management, receiving, delivering and sorting daily mail and making daily bank deposits. Independent judgment based on being a self-starter, friendly, approachable and a good communicator are required for this position. Would prefer someone with at least one year experience working in a legal office, but not required.

RESPONSIBILITIES TASKS AND DUTIES

To perform this job successfully, an individual must perform these essential duties satisfactorily:

• Review Attorney requests promptly for new matters by researching conflicts internally and sending out to staff for conflict check;
• Creating both electronic and paper files for all new matters following established protocol and entering information in various platforms (Billing system, outlook, etc);
• Assist staff with filing of Legal documents in their respective paper and electronic files;
• Monitor and assist with client files including retrieving from storage when necessary;
• Professional, prompt and courteous written and/or verbal correspondence with clients/ vendors when scheduling and providing services;
• Maintain highest level of confidentiality regarding clients and matters;
• Annual review of files for appropriate destruction and coordination with Attorneys to ensure organization of files kept;
• Maintain office security by following procedures and controlling access to client information;
• Greet, interact, and direct clients, visitors, and vendors;
• Answer telephone, direct calls; take and relay messages; answer or refer inquiries;
• Treat each client/vendor with respect, friendliness and professionalism;
• Ensure office/Lobby/restrooms areas are tidy and presentable and all necessary inventory items are stocked
• Submit work orders and office supply orders as necessary and follow-up on items,

SUPERVISORY RESPONSIBILITIES

• This position is not currently responsible for any supervisory responsibilities

NON-ESSENTIAL JOB FUNCTIONS

• Serving clients/ customers beverages upon arrival
• Escorting clients/ customers to conference room for meeting
• Opening/ closing the business – locking the doors, turning on/off the lights

EXPERIENCE AND EDUCATION REQUIREMENTS

• Minimum of one-year prior office experience preferred
• Minimum of a high school diploma or GED
• Combination of education and experience may be considered

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those Essential Job Functions and must be met by an employee for successful performance. Reasonable accommodations may be made to enable individuals with disabilities to perform the Essential Job Functions.

• Must be able to work indoors and outdoors in variable weather conditions and extreme temperatures
• Must be able to work in a moderately noisy environment with radios, multiple conversations, printers
• This position is very active and requires employees to frequently stand or sit for long periods of time
• Regularly required to walk, kneel, stoop crouch, reach, lift, carry, push and pull
• Occasionally required to climb or balance, shovel, and operate office equipment
• Must be able to frequently lift a minimum of 15 pounds without assistance and occasionally lift up to 50 pounds with the assistance of another team member or mechanical assistance (such as a hand cart)

KNOWLEDGE, SKILLS AND ABILITIES
KNOWLEDGE:

• Knowledge of multiple phone lines
• Knowledge of basic areas of Firm practice and what constitutes a conflict of interest
• Knowledge of basic office equipment including scanner, copier, fax, postage meter

SKILLS:

• Computer skills – proficient in using Microsoft Office programs and typing
• Language skills – capable of reading and writing the English language in a professional manner
• Organization/Multitasking skills – maintaining tasks and objects in a logical arrangement so they are easily located
• Problem-solving skills – discovering, analyzing and fixing issues that need attention

ABILITIES:

• Communication – capable of positive communication using verbal, written and body language
• Concentration – to work with accuracy, with minimal supervision and make appropriate decisions
• Teamwork – work with diverse individuals/ employees and still accomplish Firm and personal goals

CERTIFICATES AND REQUIRED LICENSES:

• May be asked to become a Notary Public for the State of Montana
• May be asked to possess a valid driver’s license and proof of automobile insurance

COMPETENCIES:

• Completes projects completely, satisfactorily and in a timely manner
• Ability to apply knowledge, skills and experience to solve common problems on the job
• Attendance & Punctuality – Is consistently at work and on time
• Dependability – Follows instructions, asks necessary questions and responds to management direction
• Communication – Speaks and writes clearly, persuasively in positive or negative situations
• Customer Satisfaction
• Customer Service – Responds promptly to customer needs; Responds appropriately to routine requests for service and assistance;
• Flexibility – Degree to which change is accepted and embraced
• Teamwork – Balances team and individual responsibilities
• Budgetary or Sales benchmarks
• Presentation – Delivers flawless information to potential and current customers of product offerings
• Sales – Understands target clients and how to maintain a satisfied customer relationship
• Problem Solving – Weighs the options against outcomes and determines the best solution
• Company vehicle responsibility

DISCLAIMER AND ACKNOWLEDGMENT

This job description is only a summary of typical functions and essential duties being performed by individuals assigned to this position. The actual duties, roles and responsibilities may differ slightly from this job description and is not intended to be an exhaustive list. In signing this form, I understand the position’s requirements and I acknowledge that I can perform these essential job functions satisfactorily, as outlined above.

Job Type: Full-time

Pay: From $21.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 1 year (Preferred)
• Work in Legal Office: 1 year (Preferred)

Work Location: In person

Salary : $20