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Assists and provides office coordination and administrative and secretarial expertise to the professional staff. This position requires extensive communication and typing skills in order to work effectively for our clients and with our professional staff. Requires an excellent command of the English language, punctuation, grammar, proofing, and writing skills. Requires initiative and judgment to organize and prioritize responsibilities and to step in to assist other members of the team to meet deadlines. Assist professionals and nonprofessionals in the completing of administrative work.
Essential Duties and Responsibilities
Responsible for office activities to relieve professional staff of administrative details.
Develops an excellent rapport with clients through telephone contact.
Processes and replies to internal and external communications.
Plans daily and future activities, and makes appropriate arrangements (i.e., conference rooms, court reporters, etc.).
Develops and maintains efficient working routines to enhance flexibility to accommodate unexpected situations.
Manages and coordinates professional and nonprofessional support activities.
Adequate typing and dictation skills.
Superior skills in grammar, spelling, and punctuation.
Drafting and proofing of correspondence, pleadings, and documents.
Prepare legal papers and correspondence of legal nature such as summons, complaints, motions, and subpoenas.
Verifying the correct spelling of names and verifying addresses of the people receiving the documents.
Handle telephone calls professionally and give pertinent information to callers, and accurately take messages.
Set up and maintain filing systems for office functions.
Maintain follow-up and daily files.
Responsible for the administration and reconciliation of professional and nonprofessional personnel schedules of appointments, meetings, and travel arrangements.
Opening, reading, and routing incoming mail and filing and retrieving correspondence and other records.
Assist in tracking, logging, and maintaining financial data. Prepare, distribute, and inventory reports as designated.
Assist in coordinating arrangements for meetings to ensure that goals are accomplished within prescribed time frames and funding parameters.
Keep professional and nonprofessional staff informed of deadlines and problems. Monitor the progress of services and make corrections when necessary.
Prepare agendas for meetings, attend meetings, draft and transcribe minutes of the meetings.
Provide back up support to other department secretaries.
Excellent oral and written communication.
Excellent analytical skills.
Excellent organizational skills.
Courteous personality with professional demeanor and attire.
Ability to deal discretely with sensitive financial and business information and maintain strict confidentiality of such information.
Ability to handle stressful situations with attorneys, staff, and clients in a calm and effective manner.
Computer skills to navigate Windows products including Microsoft Word, Outlook, Excel, and PowerPoint.