Administrative Assistant (Part Time)

ALESHIRE & WYNDER LLP•Fresno, CA

just now

About The Position

Essential Duties and Responsibilities: Prepare all outgoing mail, packages, envelopes, and certified receipts; weighing and metering for accurate postal rates, and preparing FedEx and UPS Packages Route incoming mail and prepare outgoing mail, email, fax correspondence, and vendor deliveries. Hand deliver any certified, registered, or express mail packages to staff/other offices Perform copying and scanning as needed Stock copy machines on a daily basis and maintain inventory of copier/printer supplies Assist with greeting visitors, issuing parking validations, direct incoming calls, and scheduling/setting up conference rooms Assist and answer Los Angeles main phone line, and other office phone line coverage. Maintain and update the physical library of the Firm. Assist with maintaining firm hardcopy and electronic files in accordance with the firm’s established system Manage sorting and transferring of obsolete materials from active files to storage off-site Assist legal staff in day-to-day activities and complete special projects as assigned Maintain the office appearance, including tidying the office and kitchen Manage any food orders for lunches or special events Arrange domestic travel as needed Consistently promote and model courteous service in a prompt and efficient manner Maintain positive relationships with internal and external clients through professional honest interaction Apply strong interactive skills to ensure that all reception and conference services are provided seamlessly and positively for all visitors, clients, attorneys and staff Coordinate with other Administrative Assistants to assist with coverage as needed Maintain compliance with all company policies and procedures Assist with management of office social events Circulates memorandums and notices from building management to Los Angeles office. Assists with new hire set up, including managing building access cards, ordering office keys and ensuring desk has all necessary equipment, proving office tours, etc. Manages scheduling of maintenance requests and plant maintenance. Assists when needed with large legal projects, scanning, printing and copying.

Requirements

High School Diploma or GED; associate’s degree preferred
Tech savvy and able to maintain and trouble shoot office equipment
Attention to detail, strong organizational skills, and able to multi-task
Excellent verbal and written communication skills with proven customer service skills
Excellent computer proficiency (MS Office – Word and Outlook)
Must be able to work under pressure and meet deadlines, while maintaining a positive attitude
Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
Professional work appearance
Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards
Must be able to lift and carry up to 20 lbs.
Must be able to talk, listen and speak clearly

Responsibilities

Prepare all outgoing mail, packages, envelopes, and certified receipts; weighing and metering for accurate postal rates, and preparing FedEx and UPS Packages
Route incoming mail and prepare outgoing mail, email, fax correspondence, and vendor deliveries. Hand deliver any certified, registered, or express mail packages to staff/other offices
Perform copying and scanning as needed
Stock copy machines on a daily basis and maintain inventory of copier/printer supplies
Assist with greeting visitors, issuing parking validations, direct incoming calls, and scheduling/setting up conference rooms
Assist and answer Los Angeles main phone line, and other office phone line coverage.
Maintain and update the physical library of the Firm.
Assist with maintaining firm hardcopy and electronic files in accordance with the firm’s established system
Manage sorting and transferring of obsolete materials from active files to storage off-site
Assist legal staff in day-to-day activities and complete special projects as assigned
Maintain the office appearance, including tidying the office and kitchen
Manage any food orders for lunches or special events
Arrange domestic travel as needed
Consistently promote and model courteous service in a prompt and efficient manner
Maintain positive relationships with internal and external clients through professional honest interaction
Apply strong interactive skills to ensure that all reception and conference services are provided seamlessly and positively for all visitors, clients, attorneys and staff
Coordinate with other Administrative Assistants to assist with coverage as needed
Maintain compliance with all company policies and procedures
Assist with management of office social events
Circulates memorandums and notices from building management to Los Angeles office.
Assists with new hire set up, including managing building access cards, ordering office keys and ensuring desk has all necessary equipment, proving office tours, etc.
Manages scheduling of maintenance requests and plant maintenance.
Assists when needed with large legal projects, scanning, printing and copying.