What are the responsibilities and job description for the Administrative Assistant position at Stepanian & Menchyk, LLP?
Overview
We are seeking a dynamic and highly organized Administrative Assistant to join our team! This position is in house not remote. This vital role offers an exciting opportunity to streamline office operations, provide exceptional administrative support, and ensure smooth daily functions. The successful candidate should be self-motivated, adept at problem solving, eager to learn, organized, detail-oriented and possess the ability to work with the public. As a key member of our administrative team, you will manage a variety of tasks, coordinate schedules, and serve as the first point of contact for visitors and clients. Stepanian & Menchyk, LLP is a general practice law firm with an emphasis on municipal law.
Duties
- Operate multi-line phone systems to handle incoming calls efficiently, transferring or taking messages as needed
- Maintain accurate records through data entry, filing, and document proofreading to ensure information is current and error-free
- Utilize Microsoft Office Suite (outlook, word, excel) to prepare correspondence, reports, and legal documents such as deeds and pleading (can train)
- Schedule appointments, manage attorney calendars, with precision, ensuring accurate scheduling and making necessary adjustments in Microsoft Exchange 365
- Perform administrative tasks and office correspondence, including incoming and outgoing mail and responding to emails.
- Provide client support by addressing inquiries promptly and professionally in person or via phone or email
- Ability to transcribe dictation (can train)
- Organization of client files and data entry to include document creation, maintenance, archiving and retrieval both physically & digitally with efficient organization
- Promptly meet all deadlines
Experience
- Proven office experience with strong organizational skills and attention to detail
- Previous clerical or administrative experience in a fast-paced environment - 2 years
- Familiarity with office management software including Microsoft Office (Word, Excel)
- Experience handling multi-line phone systems and providing excellent phone etiquette
- Demonstrated ability to multitask efficiently while maintaining accuracy in data entry, proofreading, filing, and calendar management - a must
The successful candidate will play a pivotal role in keeping the office functioning efficiently, from coordinating meetings to maintaining complete and accurate files. This person will build collaborative working relationships with our lawyers and earn the trust of our clients.
Previous legal experience is helpful but not required.
- Join us as an Administrative Assistant and become an essential part of our vibrant team! Your dedication will help us create a productive workplace where everyone feels valued. Apply now to bring your organizational talents to a role that truly makes a difference!