Office Administrative Assistant

Job Summary

Kutak Rock LLP seeks an Office Administrative Assistant in its Scottsdale office. This front-facing position will assist in maintaining professional and welcoming office environment as well as general office support. This role is responsible for administrative and clerical tasks while providing exceptional customer service to both internal and external clients.

This position is full-time and in-office with working hours from 8:30 a.m. to 5:00 p.m. Monday - Friday, with some flexibility specific to the department and related workloads.

Responsibilities

• Work successfully in a team environment: solving problems, communicating in a positive manner, and supporting the success of the local office, the Firm, and various teams
• Greet clients and guests of the firm in a professional and hospitable manner
• Monitor and control access to lobby area utilizing camera system, intercom system, and electronic access control system
• Answer and direct incoming calls to the appropriate staff or attorney cordially and professionally
• Create a positive, welcoming, and collegial environment by exhibiting a strong adherence to customer service best practices
• Control and distribute access cards and ID badges, perform special event coordination, and assist with office correspondence
• Schedule and coordinate conference room reservations and usage, coordinate lunches or special events on behalf of staff or attorneys
• Coordinate and collaborate with Office Services or Information Technology to meet internal and external needs
• Coordinate and distribute incoming and outgoing courier deliveries
• Inventory and purchase kitchen and office supplies utilizing firm accounts
• Enter time and prepare monthly expense report accurately into firm software (Intapp) and prepare expense memoranda and documentation
• Ensure proper coding of courier invoices, verify accuracy of invoices from suppliers and firm vendors and submit to accounting for payment
• Fill in for/back up Office Services with routine support functions
• Provide administrative support to the Regional Administrative Manager and firm attorneys as requested
• Proofread, edit and create documents or comparisons, firm standard letters, pleadings, correspondence, and memoranda received via hand written copy, electronically, or dictation ensuring accuracy and firm format standards
• Copy, scan, and file various client documents, as needed
• Create, organize, and maintain sets of files using firm electronic and physical file systems
• Perform duties as notary and e-notary
• Perform other duties as assigned
  
  

QUALIFICATIONS: Skills and Abilities

• Strong organizational skills and attention to detail
• Ability to work well under the pressures of deadlines, prioritize, multitask, and move from one project to another efficiently
• Working knowledge of Microsoft Office Suite
• Excellent verbal and written communication skills
• Possess exceptional interpersonal communication skills
• Ability to work independently on assigned tasks as well as to accept direction on given assignments
• Ability to work collectively with others in the office, performance of duties requires appreciable contact with the public and members of the firm
• Ability to exercise discretion, tact, and courtesy
• Must adhere to a professional business dress code
  
  

QUALIFICATIONS: Education and Experience

• High School Diploma or equivalent required (GED)
• Experience in relevant office or administrative support roles preferred, training or equivalent combination of education and experience considered
• Candidates that either currently have or are able to obtain notary certification in the state of Arizona preferred
  
  

Position Information

Status: Non-Exempt

Salary Range: $50,000-$65,000 Per year, commensurate with education and experience.

Work Arrangement: In Office



Benefits

Medical, Dental, Vision, Life, Dependent Life, Disability, and Accidental Death & Dismemberment insurance. Flexible Spending Plan. Health Savings Account. Profit-Sharing and 401(k) Retirement benefits. Discretionary bonuses. Nine Paid Holidays per calendar year. 1 hour of paid vacation leave accrued for every 16 hours worked. 1 hours of paid sick leave accrued for every 30 hours worked. Paid parental leave. Fertility coverage assistance. Adoption and surrogacy financial assistance. Bereavement, jury duty, military leave. Employee Assistance Program. Back-Up Care. Domestic Partner Benefits. Commuting Benefits. Tuition Reimbursement. Employee Referral Program. Some of the foregoing benefits include Employer/Employee cost sharing.



Additional Information

Any offer of employment is contingent upon the successful completion of a background check. Consideration of any background check will be an individualized assessment based on the applicant or employee’s specific record and the duties and requirements of the specific job.



About The Firm

Kutak Rock was formed in 1965 with a commitment to exceptional client service delivered with a collaborative, team-focused approach. Our founding charter commits the firm to “allow and encourage each individual within it to be a full person,” and we strive to offer an exceptional professional environment, intellectually challenging and engaging work in multiple disciplines, competitive compensation and benefits, opportunities for training and career development. We are a leading national law firm with locations in 21 cities united by our common commitment to our core values of client service; integrity and fairness; innovation; and inclusiveness and diversity.

We are dedicated to the maintenance of a respectful, collegial, communicative, and equal opportunity workplace that encourages and rewards innovation and entrepreneurship. We measure our success not just on the basis of our revenues or our profits, but by the satisfaction we deliver for our clients and the health, engagement, and loyalty of our people.