The Administrative Assistant will be trained to support the Administration department in various tasks. The Administrative Assistant’s primary focus will be to back up other individuals in the Administration department in the following areas:
Back-up Receptionist – Fill in as the Receptionist if the primary Receptionist is absent and cover the lunch hour
o Professionally administer all incoming calls, and/or record and distribute messages.
o Provide callers with information such as company address, directions to the office, company fax numbers, company web site, and other related information.
o Greet guests in a professional, friendly, hospitable manner, record guests in Visitor Log, notify appropriate team member(s) of visitor arrival.
o Receive, sort, and distribute incoming mail, FedEx, and UPS packages.
o Prepare outgoing mail (certified mail, etc.), create and ship FedEx packages, as necessary.
o Maintain professionalism and confidentiality at all times.
Back-up Reporting Analyst – Fill in for the Reporting Analyst if the Reporting analyst absent, or if the volume of work dictates that the Reporting Analyst needs assistance
o Daily, weekly, and monthly reports
o Onboarding of new clients
Back-up Accounts Payable – Fill in for the Accounts Payable Specialist if the Accounts Payable Specialist is absent, or if the volume of work dictates that the Accounts Payable Specialist needs assistance
o Enter bills received into Quickbooks accurately and promptly
o Obtain approvals on bills
o Produce weekly bill pay report and provide to Managing Partner for approval
o Cut one-off check requests, as needed
Back-up Accounts Receivable – Fill in for the Accounts Receivable Specialist if the Accounts Receivable Specialist is absent, or if the volume of work dictates that the Accounts Receivable Specialist needs assistance
o Post daily deposits
o Send out statements to clients for unpaid files
o Produce attorney billable hour invoices from TimeSolv and obtain approval; send out invoices after approval
Human Resources – Assist the Human Resources representative with filing, notetaking during meetings, sensitive data entry, calendar invites for recruiting purposes, and other duties, as needed
The above statements are intended to describe the general nature and level of work being performed by the people assigned to this job. They are not meant to be construed as an exhaustive list of all job responsibilities. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as deemed necessary.