Clerical Assistant

Essential Functions:

• Cover other desk assignments and reception desk when needed and offers assistance to other secretaries on the team.
• Review original Notes/Certificate signature pages
• Filing/LegalKEY
• Minor document editing/redlining
• Submission of vendor invoices and check requests, liaise with Accounting Department as needed.
• Preparation of expense reports for attorneys.
• Assist and completes office-related forms/reports with necessary information. Becomes familiar with firm software for expense reports, client management database, C3 conflicts database, new matter memos and processing invoices.
• Prepare closing index, master closing sets and closing set variations for each transaction party
• Timekeeping including entering/printing/posting attorney time;
• Photocopying/scanning of documents.
• Creation of labels.
• Assist with mailings, distributions, and faxing.
• Answer attorney’s telephones when needed.
• Assist with Binder assembly.
• Assist with attorney’s travel arrangements and coordinates with the Firm’s Travel Department.
• Utilize firm resources to assure that all work is completed in a timely manner
• All other special duties as assigned by Attorney, Paralegal and Secretarial Services Manager or Director of Administration.

• High School diploma or equivalent required
• Associate or Bachelor’s degree preferred

• 1+ year office experience preferred
• Law firm experience strongly preferred

• Knowledge of Microsoft Office 365, specifically Word, Excel and Powerpoint required
• Typing of 40 WPM
• Ability to learn new software specific to the needs of the assignments

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Must be a self-starter with a high level of initiative and positive attitude
• Strong customer service skills, able to anticipate needs
• Strong attention to detail, organizational skills and the ability to handle multiple projects
• Maintains confidentiality and exercises discretion
• Exercises solid strategic thinking and problem-solving skills