Administrative Assistant

Administrative Assistant

04 Apr 2022
Wyoming, Jackson, 83001 Jackson USA

Administrative Assistant

General Purpose:
Perform specific responsibilities as assigned and provide a variety of assistance to firm administrative departments, attorneys, paralegals, secretaries and other colleagues as needed and requested.

Essential Duties/Responsibilities:


Receptionist/Backup Receptionist Duties/Responsibilities

  • Open office each morning, following office-specific procedures.
  • Answer, screen and transfer all incoming calls. Take messages if requested and transmit via email, voicemail or in person.
  • Greet and announce visitors; escort to correct meeting room or other office location; validate parking where applicable.
  • Contact building management for all space related and parking issues.
  • Ensure reception, breakrooms and meeting rooms are clean, organized and presentable for visitors.
  • Ensure building and suite access safety and security process and procedures are followed by visitors and firm employees and partners.

Office & Clerical Duties/Responsibilities

  • Assist as needed with projects, overflow work, administrative work and other duties as required to support and aid in the workloads of attorneys, paralegals, secretaries and other colleagues throughout the firm. This may include processing of expense reports, managing Outlook calendars/availability of leaders/attorneys, arranging travel, working with Excel spreadsheets, creating and editing documents in Microsoft Word and utilizing other Microsoft programs, such as PowerPoint.
  • Prepares and handles all aspects of billing for specified attorneys and/or clients as assigned and assists attorneys and staff with billing questions.
  • Works directly with clients relating to their billing guidelines, e-billing setup, and any other billing questions or issues.
  • Processes various time, disbursement, and billing reports for attorneys, staff and clients.
  • Manage all conference rooms to include scheduling, overseeing set up, cleaning, ordering meals and assisting with video conference set-up.
  • Receive, process, sort and distribute all incoming USPS mail, UPS, FedEx, Express and hand deliveries. Oversee outgoing mail and overnight packages. Follow office-specific procedures for logging incoming and outgoing mail from all sources.
  • Maintain and manage kitchen area(s), following office-specific procedures.
  • Ensure copy machines and other office equipment are maintained and in working order.
  • Inventory, order and stock office and kitchen supplies.
  • Maintain on-site and off-site file management, to include ensuring file room is clean and organized; creating and printing file labels; prepare requested file media; close files and prepare files for offsite storage.
  • Manage internal and external deliveries, either personally or through courier services.
  • Assist with other duties and projects as assigned.

Job Qualifications (Education, Experience and Certification):


  • High school education with 2+ years office/clerical experience.
  • Working knowledge of personal computers; strong knowledge and skills in MS Outlook, Word, Excel, PowerPoint and Adobe Acrobat.
  • Knowledge of basic office procedures and equipment (i.e., copier, scanner, telephones, etc.).
  • Aptitude to learn new computer programs.
  • Excellent communication and interpersonal skills to deal with a wide variety of people inside and outside the firm.
  • Excellent organizational skills.
  • Ability to work effectively under pressure to meet tight deadlines.
  • Ability to work effectively independently and as part of a team.
  • Excellent judgment, problem solving, professionalism and decision-making skills to handle a variety of responsibilities under general supervision.

Competencies:


  • Functional/Technical Expertise
    – Understands necessary information, processes and procedures to carry out job responsibilities.
  • Customer Orientation – Views the firm through the eyes of the customer and goes out of their way to anticipate and meet customer needs.
  • Communication – Recognizes the essential value of continuous information exchange.
  • Team Player – Team oriented; maintains composure and is adaptable to the changing needs of the team.
  • Results Orientation – Maintains appropriate focus on outcomes and accomplishments.
  • Organizing and Planning – Strong organizing and planning skills that allow an individual to be highly productive and efficient.
  • High Standards – Exceptional quality and necessary attention to detail.
  • Initiative – Proactive and takes action without being prompted or instructed.
  • Problem Solving and Decision Making – Identifies problems, finds solutions, acts decisively and shows good judgment.

Physical Requirements:
While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist/hand/finger movement to work on a computer and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.

The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:
Professional office atmosphere. Sedentary work that primarily involves sitting or standing for prolonged periods. Position may require occasional off-hour meetings and events.

The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note: This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Holland & Hart offers of employment take into consideration a candidate’s education, training, and experience, as well as the position's work location, external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. A discretionary bonus may be available based upon performance.

Holland & Hart works hard to promote work/life balance with a 37.5-hour scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees. Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD. Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and long-term care insurances, as well as a 401(k)-retirement plan with a company match. In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP. Part-time employees may have access to some of these benefits, which may be on a pro-rated basis.

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