Receptionist/File Clerk

Oklahoma Farm Bureau Insurance Company•Oklahoma City, OK

3d•Onsite

About The Position

Serves as the first point of contact for the office by answering, screening, and directing incoming calls and by greeting clients and visitors. Maintains the firm's physical and electronic filing systems, provides word processing support, processes incoming and outgoing mail, and runs errands, including the pick up and delivery of documents at the courthouse and other locations. Serves as backup to the legal assistant and office manager and performs administrative tasks for both as requested. This is not a remote position.

Requirements

A high school diploma or equivalent is required.
Ability to read and interpret routine legal documents and correspondence.
Ability to write and draft routine correspondence and accurate, complete telephone messages.
Ability to effectively present information and respond to questions from attorneys, clients, court personnel, and the general public.
Ability to transcribe dictation accurately and to proofread work for spelling, grammar, and formatting errors.
Ability to add and subtract two-digit numbers and to multiply and divide.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Knowledge of Word Processing and Spreadsheet software.
Accurate keyboarding and the ability to operate a multi-line telephone system, scanner, and copier are required.
Knowledge of office administrative and filing procedures, including alphabetical and numerical filing systems.
Knowledge of the use and operation of standard office equipment, at a level generally acquired through 1+ years related experience.
Ability to maintain the highly confidential nature of legal work.
A valid Oklahoma driver's license, a satisfactory driving record, and reliable transportation with current liability insurance are required in order to perform errands.

Nice To Haves

One year of reception, clerical, or administrative experience, preferably in a law office or other professional office; or equivalent combination of education and experience is desired.
Ability to learn the firm's practice management and document management software.

Responsibilities

Answer, screen, and direct incoming calls; take accurate and complete messages; greet clients, adjusters, and other visitors and notify the appropriate attorney or staff member.
Open, sort, date stamp, and distribute incoming mail; prepare outgoing mail, certified mailings, and courier or overnight packages; maintain postage and delivery records.
Open, maintain, and close client files; file correspondence, pleadings, discovery, and records in the physical and electronic filing systems on a current basis; maintain the file index and the records of files sent to storage.
Perform word processing for the attorneys, legal assistant, and office manager, including correspondence, pleadings, discovery, and reports prepared from dictation, handwritten drafts, or transcription, in accordance with firm formatting standards.
Run errands as assigned, including the pick up and delivery of pleadings, orders, and other documents at the courthouse and court clerk's office, and trips to the post office, bank, clients, and vendors.
Scan, copy, assemble, and index documents, exhibit notebooks, and deposition materials.
Assist with calendaring and with the scheduling of appointments, depositions, mediations, and meetings.
Maintain the office supply inventory, place supply orders, and coordinate maintenance and service of office equipment.
Serve as backup to the legal assistant and office manager and perform administrative tasks for both as requested, including scheduling, requesting and organizing records, assembling discovery materials, and processing invoices for payment.
Maintain the reception area, conference room, and file room in a neat and orderly condition.