Office Assistant

Ogletree Deakins•Seattle, WA

49d•Onsite

About The Position

The Office Assistant supports the delivery of quality legal services by providing clerical and operational assistance to the Seattle office. The role works under the direction of the Office Administrator, attorneys, paralegals, and practice assistants, receiving assignments from them and collaborating in a team-oriented environment. Responsibilities include handling incoming and outgoing mail and packages, photocopying and scanning documents, maintaining office equipment and supplies, and providing backup reception and hospitality support. The Office Assistant may also help with facilities and workstation setup, maintain physical and off-site records, assist with library subscriptions, process invoices and expense reimbursements, assemble client files, and support office events. Event support may require work outside normal business hours and limited travel.

Requirements

At least 1 year of previous experience in a clerical or Office Assistant role.
Strong interpersonal and customer service skills.
Strong written and verbal communication skills.
Pleasant and clearly understandable phone voice.
Ability to read, respond to, and organize a high volume of emails promptly and accurately.
Ability to work on multiple tasks.
Good organizational skills, including filing.
Ability to keep the work area organized and tidy.
Ability to sit at a desk for one or more hours at a time.
Ability to lift and carry up to 50 pounds.
Good typing speed with few errors.
Strong proofreading skills.
Time management skills and ability to work independently as well as with a team.
Consistent and punctual attendance.

Responsibilities

Receive, stamp, log, scan, and distribute incoming mail and packages; prepare outgoing mail and packages and arrange specialized mail or messenger services as needed.
Monitor and distribute incoming faxes.
Photocopy and scan documents at the request of practice assistants, paralegals, attorneys, and the Office Administrator.
Stock printers and copy machines, perform routine equipment maintenance, coordinate service calls and repairs, maintain mailroom supplies, and maintain the postage meter.
Provide backup reception support, including opening front doors, preparing the reception area, answering and directing calls, taking messages, receiving and directing visitors, and keeping reception and conference areas clean.
Maintain knowledge of employee absences for routing calls, mail, and deliveries; maintain the parking validation log and manage conference room and visitor office reservations using Maptician.
Order meals for meetings and set up and clean conference rooms.
Assist with building and office access keycards and parking access for employees, internal office moves, and workstation setup for new employees.
Maintain the kitchen, including loading and unloading the dishwasher, keeping the area tidy, and cleaning and maintaining coffee machines and refrigerators as needed.
Assist with audio-visual equipment as needed.
Maintain the central file room, keep client files in alphabetical order, file and reshelve files, pull files upon request, and assist in locating files.
Maintain accurate off-site records in the firm database; receive, box, inventory, scan, and update records for off-site storage; schedule pickups and coordinate retrievals.
Work with the Office Administrator on library subscriptions, receive updates, and file them.
Order and stock office and kitchen supplies; enter vendor invoices and expense reimbursement requests into Chrome River; and assist with local office check requests.
Create client file labels and assemble physical files.
Assist with local marketing and office events, including setup, cleanup, and related tasks; this support may involve hours outside normal business hours and limited travel.