Administrative Assistant

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

SUMMARY: 

Under general supervision, serves as confidential secretary to attorneys and/or paralegals as assigned. Prepares documents and correspondence requiring knowledge of legal terminology and formats such as contracts, briefs, policies, and pleadings. Performs a wide variety of other routine secretarial and administrative tasks.

DUTIES AND RESPONSIBILITIES: 

  1. Provide confidential administrative support to attorneys and paralegals. 
  2. Gathers relevant information and documents, under direction, or copies data from a variety of sources. 
  3. Performs a wide variety of typing assignments which are confidential in nature and may require research to complete; operates personal computer to compose, edit, revise, tabulate, and print letters, tables, reports, spread sheets and other materials. 
  4. Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as contracts, briefs, policies, complaints, and motions. 
  5. Establishes, maintains, processes, and/or opens and closes files, creates, and maintains documents, files documents and correspondence, creates and maintains databases, records, certificates, and/or other documents, and files Court documents.
  6. Schedule appointments and perform other duties related to maintaining assigned timekeepers' schedules; may schedule and coordinate meetings and conferences. 
  7. Process electronic court filings when requested.
  8. May participate with other staff to perform related work; may participate in the recruitment of staff, as assigned and as appropriate. 
  9. Performs miscellaneous job-related duties as assigned.
  10. Attend to clients’ and quests’ requests for beverages and perform miscellaneous housekeeping duties relating to guests, clients, and staff.

MINIMUM JOB REQUIREMENTS:

High school diploma or GED; at least 5 years of experience that is directly related to the duties and responsibilities specified. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

  • Knowledge of legal terminology and procedures. 
  • Ability to maintain confidentiality of records and information.
  • Excellent verbal telephone skills. 
  • Excellent typing skills. 
  • Ability to analyze and solve problems. 
  • Skill in the use of personal computers and related software applications with an emphasis on Microsoft Office 365 and Adobe. 
  • Ability to create, compose, and edit written materials.
  • Always present a professional appearance.
  • Possess and display a positive mental attitude.
  • Strong interpersonal skills and the ability to work effectively within a wide range of personalities.

WORKING CONDITIONS AND PHYSICAL EFFORT: 

  • Work is normally performed in a typical interior/office work environment. 
  • Limited physical effort required, i.e., lifting box of files. 
  • Limited exposure to physical risk. 
  • Occasional transport of files to and from on-site storage.

CONTACT:

Richard Ruppel, Firm Administrator, rruppel@rcolaw.com

 

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