What are the responsibilities and job description for the Office Admin position at Client First Staffing?
PBLF
PARF
PERSONAL
- Opens the office for the day and makes sure calendars and supplies are up-to-date.
- Processes Daily Incoming Mail
- Processes Daily Outgoing Mail – USPS, FEDEX, etc.
- Office Runner (as needed)
- Answers incoming calls and makes outgoing calls – transfers calls as appropriate – takes messages as appropriate.
- Answers Intake Calls from Potential Clients – gathers pertinent information from potential clients – records and distributes information via Slack and Email
- Creates new folders in Dropbox for potential clients and saves all information in folder.
- Receives invoices and processes all case related and monthly invoices for payments.
- Maintains Rickels accounting files as necessary.
- Makes copies as necessary.
- Maintains copiers – coordinates maintenance with Cartridge World – schedules appointments and works with Cartridge World personnel for copier troubleshooting and repairs.
- Replaced copier/printer toner cartridges as necessary. Orders toner cartridges as needed.
- Coordinates with IT department RE updates and troubleshooting
- Orders office supplies for office.
- Orders snacks, drinks, and paper products for office.
- Stocks refrigerator with drinks. Stocks snack basket as needed.
- Calendars deadlines and reminders on office Google calendar.
- Maintains Paul’s paper calendars.
- Assists Paralegals as necessary.
- Redacts medical records.
- Requests medical records from Streamlined.
- Organizes and maintains physical case files.
- Tidies up the office (janitors only provide trash and vacuum services)
- Sets up appointments with Vendors
- Set up meeting areas for clients, depositions, or other.
- Trial Runner
- is available during trials to gather supplies, make sure lunches are ready for breaks, dinners are available for all involved.
PARF
- Retrieves and processes PARF Mail from Post Office on Kavanaugh.
- Deposits donations and maintains PARF (501(c)(3) & 501(c)(4) accounts) spreadsheets
- Prepare letters and checks to pay PARF invoices.
- Maintain and disburse EOY PARF Donation letters
PERSONAL
- Scans and emails any incoming mail
- Helps Accountant note credit card and bank charges on statements
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