Office Assistant

Ogletree Deakins•Baltimore, MD

16h•Onsite

About The Position

This position supports the delivery of quality legal services to clients by providing clerical assistance to an office, and by working collaboratively and cooperatively in a team-oriented environment. On a day-to-day basis, the Office Assistant works under the direction of the Office Administrator and attorneys from whom the Office Assistant is receiving assignments.

Requirements

1+ year previous experience in a clerical or Office Assistant role.
Strong interpersonal and customer service skills.
Strong communication skills, written and verbal.
Knowledge of basic legal terminology is a plus.
Ability to read, respond timely/accurately to and organize a high volume of emails.
Ability to work on multiple tasks.
Good organizational skills including filing.
Ability to keep 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.
Proficient in Microsoft applications including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to operate personal computers and other equipment in the office, including presentation equipment, copier and scanner.
A high school diploma is required.

Nice To Haves

Knowledge of basic legal terminology is a plus.

Responsibilities

Pick up, log and deliver all incoming mail and packages to recipients.
Prepare and process outgoing mail and packages and ensure they are picked up at the end of each workday. Arrange for specialized mail or messenger services, as required.
Monitor and distribute incoming faxes.
Photocopy and scan documents as requested by attorneys and Office Administrator.
Ensure all copy machines and printers are stocked with paper daily.
Perform routine maintenance on equipment. Request and coordinate service calls and repairs for copiers and other office equipment and facilities.
Maintain inventory of mailroom supplies.
Maintain postage meter.
Open front doors and prepare reception area for business each morning.
Communicate effectively and professionally with clients and others in the Firm.
Receive and direct clients and visitors.
Keep general state of reception area and conference rooms clean.
Ensure that tables, counter areas and kitchen equipment are tidy and cleaned at the end of the day.
Maintain parking validation log.
Maintain conference rooms and visitor office reservations using Maptician.
Order meals for meetings.
Conference room set-up and clean-up to prepare for internal events and client visits.
May assist Office Administrator with building/office access keycards and parking access for new and departing employees.
Assist with internal office moves and set up workstations for new employees.
General kitchen maintenance to include loading and unloading dishwasher and making sure area is tidy and kept clean. Clean and perform maintenance on coffee machines and refrigerators, as needed.
May assist with audio visual equipment.
Maintain central file room including, but not limited to, keeping client files in alphabetical order with adequate space for incoming files and filing, pull and reshelve files as requested and assist with locating files.
Maintain current and accurate off-site records using firm database.
Receive, box, inventory, scan, update database and schedule pick-up of files marked for off-site storage.
Coordinate timely retrieval of off-site files as requested.
May work collaboratively with Office Administrator to ensure that library subscriptions are current and requests for new additions are approved.
Receive incoming subscription updates and file accordingly.
Order and stock office, kitchen and breakroom supplies.
Enter vendor invoices and expense reimbursement requests into Chrome River.
Assist with time entry.
May assist with processing local office check requests.
Assist with creating client file labels and assembling physical files.
Assist with preparing PowerPoint presentations.
Assist with set-up, clean up and various other responsibilities related to local marketing and office events.
Accompany Office Administrator to firm functions held at offsite locations. This may require the need to work outside of normal business hours and limited travel.

Benefits

Paid Time Off
Paid Sick Leave
a 401(k) matching program
Profit Sharing
Paid Holidays
Paid Parental Leave
affordable Health and Life Insurance including Dental & Vision coverage
Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses
Tuition Reimbursement
an Employee Assistance Program