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Records Clerk and Relief Receptionist
4 months ago
Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.
Records Clerk and Relief Receptionist
Position Type: Full-Time
Reports To: Office Administrator
FLSA: Non-Exempt
POSITION DESCRIPTION
Records Clerk:
- Maintains and secures records in accordance with established policies and procedures.
- Scans, uploads, profiles and files client and knowledge-based documents in the document management system on behalf of the practice groups of the firm.
- Assists legal administrative assistants and other business professionals with projects, as needed.
Relief Receptionist:
- Operates a multi-line telephone console in order to relay incoming, outgoing and intra-systems calls.
- Receives and records oral information from telephone callers or in person, and then communicates to attorneys and staff.
- Directs telephone calls to appropriate attorneys and staff.
- Professionally meets and greets clients and visitors to the law office and ensure proper clearance and routing of such parties to conference rooms, offices, etc. in accordance with Firm policies. Notifies supervisor of difficult situations.
- Receives and records deliveries to the Firm and routes them accordingly to the proper recipient.
- Assists clients and visitors with parking validation and maintains parking log.
- Maintains neatness of lobby and reception area.
- Communicates with Office Services personnel as it relates to requests from those utilizing conference rooms.
- Notifies building maintenance of issues in reception area such as lights out, hot/cold conference rooms, etc.
- Employee must perform all duties with minimal supervision.
REQUIRED SKILLS & ABILITIES
- Ability to operate telephone console and office equipment including photocopier and telecopy machines.
- Possess interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff to provide information with courtesy and tact.
- Possess interpersonal skills necessary to communicate in person, by e-mail and telephone to provide information with courtesy and tact.
- Excellent verbal and written skills necessary to interact effectively with firm personnel at all levels, whether in person, by e-mail and telephone, with a high degree of professionalism.
- Prior law firm experience preferred.
- Ability to type at a level of 40 wpm.
- Aptitude to utilize existing and new technologies supporting legal-specific automated records management systems.
- Ability to work independently and to sort priorities with minimum level of direct supervision.
- Perform other duties as assigned by the employer.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.
