Office Assistant

Profile

Providence, RI

Our Providence Office is seeking an experienced Office Assistant to help support our Trust & Estates practice group. This position is responsible for the support of the staff and attorneys within assigned Practice Group or Office and provide auxiliary support to the other Practice Groups when called upon. The aim should be to contribute to the success of the Firm by performing tasks accurately and in an expedient manner. Observe confidentiality in all client and firm matters.

Essential Duties and Responsibilities

Establish and maintain calendar and deadline reminder systems utilizing Outlook, completes filing and organizational work.

Prepares correspondence, memoranda, reports and other documents from written and oral drafts as needed.

Answer phones and transfer to appropriate party or take and distribute messages.

Coordinate messenger services.

Make internal deliveries.

Prepare outgoing mail for distribution, i.e. Fed-Ex, UPS, USPS, etc.

Faxing, scanning and copying of documents.

Create files when needed.

Maintain warehouse systems for practice group.

Update and maintain databases such as mailing lists, contact lists and client information for practice group.

Retrieve information as requested.

Type documents, reports and correspondence, as needed.

Monitor and maintain office supplies for the office/practice group.

Ensure office equipment is properly maintained and serviced.

Perform work related errands as requested such as going to the post office, bank or courthouse.

Provide back-up and coverage for other Office Assistants, Reception Desk and Office Services.

Knowledge, Skills and Abilities:

HS Diploma or equivalent required.

Minimum of one to two years of relevant work experience required.

Prior trust administration or life insurance experience highly preferred.

Proficiency in Windows 7 and/or 10 environment, Microsoft Office and iManage document management system or other document management software required.

Ability to sort and organize documents for copy jobs.

Ability to organize and prioritize numerous tasks and complete them under time constraints.

Ability to operate, maintain and stock supplies for office equipment including photocopy machines.

Must be detail oriented, highly organized, possess exceptional proof reading skills.

Interpersonal skills necessary in order to communicate and follow the instruction effectively from a diverse group of clients, attorneys and staff and provide information with ordinary courtesy and tact.

Strong communication skills necessary in order to communicate by e-mail and telephone to provide information with ordinary courtesy and tact.

Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing other essential duties.

Ability to retrieve and distribute files, mail, written documents or office supplies weighing up to 50 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.

Work may require irregular hours, and occasionally require more than 40 hours per week to perform the essential duties of the position.  Must be reliable and flexible.

Company info

Hinckley Allen & Snyder LLP.
Website : http://www.hinckleyallen.com