Office Assistant

16 hours ago

San Diego, United States Lexitas Full time

SUMMARY:

The Office Assistant / Production Specialist is responsible for the receiving, production, and distribution/delivery of all transcript and exhibit products to clients (both digitally and physically). Accepts responsibility for verifying the accuracy and completeness of all work and ensuring that all products adhere to client instructions and preferences along with company QC checkpoints. The Production Specialist receives, scans, copies, e-mails, prints, and ships all transcript and exhibit files to clients pursuant to their instructions and/or standing orders.

 

ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Process incoming transcripts from court reporters and/or affiliate firms, perform quality control checks and convert transcript to final PDF or applicable version requested by clients.
  • Check and confirm all warning notes in company database.
  • Maintain company database by entering client contact information, requirements and checking entries made by reporters.
  • Prepare certain paperwork when not provided by contractors and/or affiliates and to aid in communicating job details to applicable company personnel.
  • Verify and quality control all jobs against company database, (i.e. exhibit counts, firm addresses, client orders, job number, exhibits included, witness/case name, priority status, etc.) before e-mailing to client or preparing for hard copy delivery to client.
  • Receiving original documents and making appropriate notes in company database.
  • Duplicate all CD’s/DVD’s and USB’s received as exhibits and create an archive copy.
  • Scan exhibit files, name accordingly, and ensure that files are uploaded correctly.
  • Print, tab and assemble exhibits for final job, when applicable.
  • Create media (CD’s, USB’s) and download all transcript and exhibits files to drive. Also create labels for USB drives, cases and/or CD’s/DVD’s.
  • Print transcripts, assemble to exhibits, prepare and package jobs for shipment, operate copier and bindery equipment, and coordinate local courier shipments.
  • Entering shipping notes into database.
  • Responsible for providing the billing department with complete job information to bill clients and pay resources with minimal errors.
  • Prepare any materials and/or documents to be shipped to affiliates and ensures timely and accurate delivery by confirming shipping address, required delivery vendor/time and following up where needed.
  • Coordinate with Production Manager and office personnel to expedite job materials, address impending deadlines, and to resolve issues.
  • Assist fellow Production Specialists with job completion (if workload permits): converting ASCII’s, uploading files to

repository, e-mailing clients, and preparing jobs for shipment.

  • Correct any errors when approached by Production Specialists or Production Manager.


  • Assist with clean-up and organization of production area and help with ensuring all production supplies are fully stocked when necessary.
  • Notify Production Manager when productivity and/or company goals cannot be met.
  • Other duties as assigned.

 

COMPETENCIES, SKILLS AND ABILITIES

  • Ability to provide extraordinary customer service to paralegals and attorneys.
  • In a leadership capacity, actively demonstrates company values of SPIRIT.
  • Effective communication skills (oral and written).
  • Strong work ethic.
  • Strong attention to details and organized.
  • Highly organized, efficient and extremely resourceful.
  • Possess excellent written and verbal communication skills.
  • Computer literate and able to learn the use of new software with ease.
  • Flexible schedule and availability to work occasional overtime as required.
  • Ability to work with deadlines and work well under pressure.
  • Ability to multi-task.
  • Works well independently and with other department members.
  • Accepts direction well.
  • Excellent attendance and punctuality.
  • Working knowledge of Outlook, Word, Excel.

 

EDUCATION / EXPERIENCE

  • High school diploma or equivalent required.
  • A minimum of 2 years of administrative experience.
  • Constantly strives to achieve excellence in day-to-day operations of respective department.
  • Works collaboratively with all members of management to resolve departmental and organizational challenges. expeditiously, economically, professionally and with minimum disruption to the practice.
  • Team player approach.

 

SUPERVISORY RESPONSIBILITIES

This role is not a supervisor position, but has the potential to grow into a supervisory role.

 

LANGUAGE SKILLS

Ability to effectively present information and respond to questions from internal and external customers whose first language is English.

 

CERTIFICATES, LICENSES, REGISTRATIONS

None

 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.


While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, type and use mouse; reach with hands and arms; and talk and/or hear. The employee is required to sit for extended periods of time.

 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

 

While performing the duties of this job, the employee regularly works in an office environment in a clerical environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

 

TRAVEL REQUIREMENTS

This position requires no travel.

 

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or

responsibilities that are required of the employee for this job. Nothing in this job description restricts management’s

right to assign or reassign duties and responsibilities to the job at any time with or without notice.

 

AAP/EEO STATEMENT

Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender expression or identity, sexual orientation or any other legally protected status.

 

EOE Employer/Vet/Disabled.

 

If you require reasonable accommodation in the application process, please contact Human Resources at HRDept@lexitaslegal.com for assistance. All other applications must be submitted online.

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