Office Assistant

Profile

u003cpu003eAt Littler, we understand that workplace issues canu0026rsquo;t wait. With access to more than 1,600 employment attorneys in 100 offices around the world, our clients donu0026rsquo;t have to. We aim to go beyond best practices, creating solutions that help clients navigate a complex business world. Whatu0026rsquo;s distinct about our approach? With deep experience and resources that are local, everywhere, we are fully focused on your business. With a diverse team of the brightest minds, we foster a culture that celebrates original thinking. And with powerful proprietary technology, we disrupt the status quou0026mdash;delivering groundbreaking innovation that prepares employers not just for whatu0026rsquo;s happening today, but for whatu0026rsquo;s likely to happen tomorrow. For over 75 years, our firm has harnessed these strengths to offer fresh perspectives on each matter we advise, litigate, mediate, and negotiate. Because at Littler, weu0026rsquo;re fueled by ingenuity and inspired by you.u003c/pu003enu003cpu003eu003cstrongu003eESSENTIAL DUTIES AND RESPONSIBILITIES:u003c/strongu003eu003c/pu003enu003cpu003eu003cemu003eu0026ldquo;Essential Functionsu0026rdquo; are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.u003c/emu003eu003c/pu003enu003culu003enu003cliu003eProvide reception services by greeting visitors, setting up and cleaning up conference rooms, receiving and recording deliveries, and maintaining the office conference room calendar.u003c/liu003enu003cliu003eProvide catering services to the office by ordering food for meetings and Breakfast Briefings as requested by the Office Administrator or attorneys.u003c/liu003enu003cliu003ePick up and sort and scan daily mail and daily courier deliveries; process outgoing mail by weighing mail, determining appropriate postage, and operating the postage meter.u003c/liu003enu003cliu003eOperate standard office machinery including laptops, projectors, video-conferencing equipment, copy machines, printers, multi-function printers, fax machines and postage meter.u0026nbsp; Act as the contact person for reporting problems and contacting service providers as appropriate and ordering supplies from approved vendors.u0026nbsp;u003c/liu003enu003cliu003eOrder supplies for the office, including kitchen and office supplies and firm stationary from approved vendors.u003c/liu003enu003cliu003eAssist Office Administrator with coding invoices and check request.u0026nbsp;u003c/liu003enu003cliu003eAssist secretaries and attorneys with filing, both hard copy and electronic, by preparing subfile labels, creating file folders as requested, maintaining hard copy files, and scanning documents into electronic files as requested.u003c/liu003enu003cliu003eMaintaining office file records using ARM, including preparing files to be sent off-site and calling back files from off-site storage.u003c/liu003enu003cliu003eServe as liaison with building management regarding local maintenance issues including light bulb replacement, kitchen and bathroom issues, and other facility related issues. u0026nbsp;Performs necessary tasks and duties required to maintain the kitchen, office services, and reception area.u003c/liu003enu003cliu003eMaintain conference rooms to include stocking with pads, pens and pencils.u0026nbsp; Assist with conference room set up for meetings, webinars, and training.u0026nbsp;u003c/liu003enu003cliu003eAssist secretaries, paralegals, and attorneys with administrative, client matter tasks and projects as needed.u0026nbsp; These tasks include but are not limited to filing, proofreading documents, preparing and drafting documents, expense reports, and other administrative/clerical tasks, as requested.u003c/liu003enu003cliu003eAssist OA with recruiting processes including scheduling interviews with candidates.u003c/liu003enu003cliu003eResponsible for setting up offices and workstations for new hires with necessary supplies and necessities.u003c/liu003enu003cliu003eIT/AV set up for webinars, etc. Assist IT regional with computers when necessary.u003c/liu003enu003cliu003ePerforms daily cleaning tasks in conference rooms, cafu0026eacute;, pantry, and lobby to maintain a clean and orderly appearance in the common areas as well as wiping all high touch areas.u003c/liu003enu003cliu003eRegular and predictable attendance is an essential function of the job.u003c/liu003enu003cliu003eOther duties may be assigned.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eKNOWLEDGE, SKILLS AND ABILITIES REQUIRED:u003c/strongu003eu003c/pu003enu003culu003enu003cliu003eAbility to read and write at a level normally acquired through the completion of high school in order to maintain records and filing system.u003c/liu003enu003cliu003eAt least one year on the job experience within a law firm and/or office environment in order to gain an understanding of office policies and procedures and effectively operate equipment with minimal supervision.u003c/liu003enu003cliu003eAbility to sort and organize documents for copy jobs.u003c/liu003enu003cliu003eMust have strong knowledge of MS Word, Excel, Outlook and NetDocs.u003c/liu003enu003cliu003eAbility to organize and prioritize numerous tasks and complete them under time constraints.u003c/liu003enu003cliu003eInterpersonal skills necessary in order to communicate by email and telephone to provide information in an appropriate business manner.u0026nbsp;u003c/liu003enu003cliu003eMust be able to work independently, be proactive, complete assigned tasks, and perform duties with minimal supervision.u003c/liu003enu003cliu003eWork occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing other essential duties.u003c/liu003enu003cliu003eAbility to operate, maintain and stock supplies for standard office equipment, including personal computers, laptops, printers, scanners and photocopiers, fax machines and telephones.u003c/liu003enu003cliu003eAbility to retrieve and distribute files, push and pull cars of materials weighing up to 20 pounds and the ability to retrieve from and replace objects on shelves up to eight feet high.u003c/liu003enu003cliu003eWork may require irregular hours, and occasionally require more than 40 hours per week to perform essential duties of the position.u003c/liu003enu003cliu003eMust be courteous, cooperative, and work collaboratively with support staff, paralegals, and attorneys.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eWORKING CONDITIONS (Environment within which the work is performed):u003c/strongu003eu003c/pu003enu003cpu003eNormal office environment with little exposure to excessive noise, dust, temperature and the like.u003c/pu003enu003cpu003eu003cstrongu003eEMPLOYMENT WITH LITTLER MENDELSON:u0026nbsp;u003c/strongu003eu003c/pu003enu003cpu003eThe above statements are intended to describe the general nature of the job and do not represent that all such duties will be performed by all individuals who hold the job.u0026nbsp; The list of duties is not exhaustive in that incumbents may be assigned other duties in addition to those shown.u0026nbsp; All employees of the firm are expected to:u003c/pu003enu003culu003enu003cliu003ePromote positive work habits, including effective and timely communication, teamwork and respect for co-workers.u003c/liu003enu003cliu003eProvide constructive guidance to other employees and representatives of third parties who do business with the firm.u003c/liu003enu003cliu003eComply with safe work practices, including the use of safe work procedures, maintenance of a safe working area, and the use of safety equipment.u003c/liu003enu003cliu003eContribute to providing the highest quality of products and services to clients.u003c/liu003enu003cliu003eUnderstand and appropriately apply the firmu0026rsquo;s practices and procedures.u003c/liu003enu003c/ulu003enu003cpu003eu003cstrongu003eSCOPE OF JOB DESCRIPTION AND MODIFICATIONS:u0026nbsp;u003c/strongu003eu003c/pu003enu003cpu003eThis job description does not limit the tasks that an employee may reasonably be requested to perform.u0026nbsp; Substantive changes in this job description may be necessary to meet the changing business needs of the firm.u0026nbsp; Any substantive revisions to this job description require the approval of the Office Administrator.u0026nbsp; Notwithstanding this Position Description, all Littler Mendelson employees are at-will employees u0026ndash; each may resign at any time and for any reason, and the firm is free to terminate the employee at any time, with or without cause and with or without notice.u003c/pu003e,EqualOpportunityEmployerDescription:null,PayTransparencyPolicyStatement:null,MatchScore:1.0,HasApplied:false,ApplicationJobBoardName:null,ApplicationJobBoardId:null,DateApplied:null,Salaried:false,CompensationAmount:null,PublishingStatus:1,Links:[],BehaviorCriteria:[{BehaviorId:27eaa19b-1cda-105f-2cb0-5deab0efef02,BehaviorName:Detail Oriented,BehaviorDescription:Capable of carrying out a given task with all details necessary to get the task done well,Required:false,IsArchived:false}],MotivationCriteria:[{MotivationId:2202c338-d4d3-1b8e-aeec-58c1bcd1aa39,MotivationName:Flexibility,MotivationDescription:Inspired to perform well when granted the ability to set your own schedule and goals,Required:false,IsArchived:false},{MotivationId:cb90d2d3-fae6-5f1f-adb5-cd8504d63379,MotivationName:Self-Starter,MotivationDescription:Inspired to perform without outside help,Required:false,IsArchived:false}],EducationCriteria:[],LicenseAndCertificationCriteria:[],SkillCriteria:[],WorkExperienceCriteria:[],JobBoardMemberships:[{JobBoardId:2e3d7edd-7174-48cf-a542-539119bbcf9f,PublishedInternal:true,PublishedExternal:false,ExternalPostedDate:null,InternalPostedDate:2021-10-07T16:16:20.57Z},{JobBoardId:631c7b72-f9c7-4adf-9109-9967ce8334e4,PublishedInternal:true,PublishedExternal:true,ExternalPostedDate:2021-10-07T16:16:20.57Z,InternalPostedDate:2021-10-07T16:16:20.57Z}],AssessmentUri:null,AssessmentStatus:null,OpportunityIsClosed:false,TravelRequired:null,TravelDescription:null,SupervisorName:null,Assessments:[],ApplicationId:null,CompensationAnnualMinimum:null,CompensationAnnualMaximum:null,CompensationHourlyMinimum:null,CompensationHourlyMaximum:null,CompensationCurrency:null});

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