Office Assistant/Department Assistant/File Clerk

2 weeks ago

Fort Walton Beach, United States Becker & Poliakoff, P.A. Full time

Becker has been included in the inaugural list of The Best Companies to Work for Among U.S. Law Firms by U.S. News & World Report for 2024. Come join our award-winning team

Becker is a diverse, multi-practice, commercial law firm with international affiliates and offices in Florida, New York, New Jersey and Washington, DC. Becker prides itself on client focused services and a commitment to always exceeding our client's expectations. Since 1973, we have been focusing on building a culture that is collaborative, creative, and passionate about growth.

We offer a comprehensive benefit package that includes some Employer-Paid benefits, Mental Health coverage, and even a 401k match To fulfill our commitment to our employee's health and safety, Becker has committees - such as the Wellness Committee and the Mental Health and Well-Being Committee - that ensures our employee's individual health is always a priority.

We provide every incoming employee with individualized training to ensure that they are experts on Becker's use of above-industry-standard software and in their role.

DUTIES/RESPONSIBILTIES:

Administrative Duties

  1. Meet with vendor and service providers as needed.
  2. Enter check requests.
  3. Assist with petty cash.
  4. Prepare trust deposits and facilitate signatures and delivering the checks to requestors and scanning copy of both daily checks and deposits to Office Manager.
  5. Prepare documents, spreadsheets, and presentations.
Office Services Duties:
  1. Enters daily postage charges into billing software.
  2. Open, scan and distribute all incoming mail, interoffice mail, packages, etc.
  3. Prepare daily interoffice mail (Fed-Ex) to other offices as needed.
  4. Helps postmark daily outgoing mail.
  5. Handle daily mail, Fed-Ex, and occasional runs.
  6. Checks paper levels on all copiers and printers daily.
  7. Check and maintain supplies in visiting attorney offices.
  8. Maintain upkeep and replenishment of office and breakroom supplies.
  9. Get offices ready for attorneys/guests (i.e. working phone, computer, etc.).
  10. Store supplies upon receipt, verify received items and forward packing slips for approval.
  11. Ensure that all the office equipment is functional and operational.
IT Support Duties:
  1. Coordinate mid-level IT support of the office as needed.
Concierge Duties:
  1. Offer and serve beverages to clients and attorneys in the conference room(s).
  2. Set-up and clean-up of conference room(s), lounge or other rooms used for meetings or gatherings.
  3. Ensure all meetings are set up with necessary equipment such as A/V equipment, laptop, etc.
  4. Ensure meetings are set-up with snacks, breakfast, lunch and and/or dinner as requested - including beverages, utensils, etc.
  5. Assist Office Manager with coordinating all office events (i.e. birthday cakes, office breakfast, staff luncheons, fundraisers, etc.); catering; rentals and logistics.
  6. Keep business card holders in lobby area filled.
File Clerk Duties:
  1. Creation of master index for new files.
  2. Save and name documents into appropriate categories within each file structure.
  3. Creation of subfolders as requested by attorney/legal assistant.
  4. File closing for litigation - Inventory for scanning (Iron Mountain).
Litigation Department Assistant Duties:
  1. Prepare new matter form and conflict requests including corporate searches and preparation of CMF and MIF forms. Work with legal assistants in correct naming on new matters; upon receipt of completed conflict and new client matter form, log same into litigation file clerk project log for opening of litigation files.
  2. Litigation Department Closed Files - including preparation and inventorying files by updating master index prior to closing; obtain AR and Trust Reports, preparation of authorization to close files and upon obtaining attorney authorization, inventory files and confirm file is complete according to litigation master index and forward any physical files and updated master index to scanning; update master file index to reflect date file sent to scanning.
  3. Assist with attorney time entry; corrections to unbilled time reports, and knowledge of basic accounting and reports available through legal billing software.
  4. Assist with retainer letters and various other correspondence; preparation of FedEx labels and mass mail-outs.
  5. Law firm client relationship management software entries.
  6. Review vendor statements, process invoices, issue checks, and send out payments with a cover letter.
  7. Assist with updating attorney case lists.
  8. Assist litigation paralegals with organizational projects such as hearing binders; trial exhibits, etc.
  9. Assist with scanning all incoming and outgoing mail, distributes, files, and saves electronically in document managing software appropriate matters.
  10. Copying and Scanning Projects.
  11. Various other tasks or responsibilities on an as needed basis in the order in which projects are logged in to Department Assistant's project log.
  12. Any and all other duties as may be required of the job.


REQUIRED SKILLS/ABILITIES:

  • Position requires secretarial skills including keyboarding proficiency, use of personal computer and word processing software, spreadsheet software, presentation software, ability to organize files and workflow, and a proficient command of the English language.
  • Must be neat and have professional appearance, ability to communicate well verbal and written, reliable, extremely organized and ability to get along well with co-workers.
  • This position also requires lifting full file boxes and moving them to storage (up to approximately 40 lbs.).
  • Must have knowledge of Microsoft: Word, Excel and Outlook; knowledge of Aderant, iManage/Filesite, and Matter Centricity helpful.
  • This position requires reliable transportation and a valid Florida Driver's License.


EDUCATION AND EXPERIENCE:

Must have a high school diploma, and at least three years of administrative office experience.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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