Administrative Specialist

Administrative Specialist

Requirements

• A high school diploma is required.
• A college degree or administrative assistant experience is preferred.
• Strong analytical and problem-solving skills with attention to detail.
• The ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results. Produce accurate work while meeting time-sensitive deadlines.
• Strong communication, interpersonal skills, teamwork and customer service skills.
• Ability to interact effectively and professionally with all levels of management, staff and a variety of external entities including clients and prospective clients of the Firm.
• Excellent computer skills. Working knowledge of time tracking/billing applications preferred.
• Solid knowledge of processes, procedures and technologies required by the administrative assistant profession and the Firm’s practice areas/groups.

Responsibilities

• Organizes work materials
• Requests and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys
• Arranges for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate
• Sends, tracks and manages document projects handled by the Word Processing Center, Service Center and outside vendors
• Arranges couriers, create shipping labels, shipments and track status and delivery
• Proofs and prepares documents for final drafts
• Transcribes from audio or video files, handwritten materials and dictation
• Opens, sorts, prioritizes and distributes mail
• Backup for phone support
• Backup for reserving room setup, A/V setup and RSVP of attendees
• Schedules/reschedules calendar items based on incoming requests
• Monitors client news and coordinate competitive intelligence information with the Library
• Responds to client billing inquiries and requests for information
• Coordinates with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes
• Check-in, print necessary documents, coordinate destination information/arrangements
• Sets flight notifications, track and communicate delays/changes
• Scans documents into FileSite
• Indexes files for offsite storage, recalls boxes from offsite storage, cleans up unused/unneeded files, organizes files for optimal recall ability and storage efficiency, updates matter pleading clips
• Schedules, communicates and coordinates court reporting services, videographers, process servers and attorney services, provides court filing assistance to secretaries
• Coordinates and maintain admission to necessary courts
• Pulls public documents and regulatory filings using WestLaw, EDGAR, Redline, and internet research
• Assists in creation of new matters, in addition to updates to audit and close-out letters
• Other specific duties will be assigned depending on the department being supported
• Keeps the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm
• Participates in special projects as assigned
• Completes other tasks as assigned
• Produces work product with close attention to detail and reviews work as part of the team’s quality control process
• Self-initiates actions to identify problems before they occur and thorough due-diligence
• Updates team reference documents to maintain quality control
• Participates in training of new software for firm processes.

Preferred Qualifications

• A college degree or administrative assistant experience is preferred.
• Working knowledge of time tracking/billing applications preferred.