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Office Services Assistant/Back-Up Receptionist

2 months ago

Madison, United States Reinhart Boerner Van Deuren SC Full time
Job DescriptionJob DescriptionDescription:

We have an immediate opening in our Madison office for an Office Services Assistant/Back-Up Receptionist. We are seeking an energetic professional to Provide office services to the Madison Office Manager and provide records management, catering and back-up reception support to Madison office. You will join a supportive, hard-working team of legal professionals who are dedicated to providing creative yet practical solutions to our clients' needs.


As part of our team, some of the essential duties and responsibilities will include:

  • Set up for any meetings throughout the day with beverages/food in an attractive and professional manner. Ensure conference rooms are promptly cleaned after each meeting and periodically throughout the day. Set up AV equipment in conference rooms.
  • Order catering for meetings with pre-determined budget; fill out detailed (name of event, people involved, etc.) disbursement requests and deliver to Office Manager by end of the day.
  • Responsible for records management within the guidelines established by the firm. This includes: checking in and out files utilizing online records system, requesting offsite files, ordering new files, organizing file room, maintaining on-site files utilizing firm records management system.
  • Provide back-up reception duties at front reception desk (answer phones, greet persons entering organization in a professional manner, handle incoming vendors).
  • Prepare outgoing mailings; receive, sort and distribute incoming mail.
  • Provide assistance to Office Manager which includes: filing (electronic), coding vendor invoices for payment and filing accordingly, monthly reconciliation of office credit card statement, update client information in Interaction, scan documents and bookmark PDF's and prepare mailings. Serve as a liaison with vendors and Office Manager when needed.
  • Schedule conference rooms. Coordinate interoffice department meetings.
  • Complete daily sanitizing of office, conference rooms and kitchen areas as needed throughout the day.
  • Assist with all aspects of document reproduction and processing: copying, scanning, date stamping, document binding and faxing.
  • Maintenance and timely ordering and stocking of office and kitchen supplies. Order and stock all office and kitchen supplies in organized and tidy manner.
  • Stock beverages in kitchens; maintain inventory and order beverages. Ensure that stock is used before expiration dates.
  • Provide other administrative assistance as assigned.
Requirements:

You must have a professional attitude with at least 1 to 3 years of office assistance experience. A High School Diploma or GED is required.


Other required qualifications include:

  • General knowledge of Microsoft Office Applications (Word, Outlook and Excel) as well as Adobe Professional.
  • Strong technical skills and knowledge of standard office procedures, programs and equipment such as copiers, scanners, fax machines, telephones and computers.
  • Able to carry out oral and written instructions with little supervision. Must be able to organize and prioritize work and be able to multi-task. Must be detail oriented.
  • Possess good client service and interpersonal skills. Be able to work as a team with positive attitude.
  • Dependable in execution of assigned tasks and attendance.
  • Possess an interest, willingness and enthusiasm toward all duties assigned and eagerly looks for ways to learn new methods of improving performance.
  • Be efficient and proactive in performing assigned tasks.
  • Work well with Receptionist and other Support Staff; must be flexible, adaptable and able to work with diverse personalities.
  • Professional appearance.
  • Uphold Reinhart's client service standards externally and internally.

Physical Demands and/or Work Environment:

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 the essential functions. The phrases "occasionally," "regularly" and "frequently" correspond to the following definitions: "Occasionally" means up to 1/3 of working time, "regularly" means between 1/3 and 2/3 of working time and "frequently" means 2/3 and more working time.


While performing the duties and responsibilities of this position, the employee is regularly required to walk, climb, stoop, kneel, crouch or crawl, reach above the shoulders, move from place to place and lift, push or pull up to 25 lbs. The employee is regularly required to talk and listen and frequently required to sit and use hands to finger or handle. Specific vision requirements for this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus.


Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and/or certain state or local laws. Please contact Human Resources at recruiting@reinhartlaw.com if you need a reasonable accommodation or other assistance to participate in any aspect of the application process.