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Office Assistant/File Clerk

4 months ago

Morristown, 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.

Responsibilities include, but are not limited to:

CLIENT CONTACT:

  1. Answers the telephone and routes the call to appropriate party/department. Notifies the person receiving the calls which attorneys are not in the office (PTO, in trial, etc.)
  2. Forwards inquiries to the appropriate personnel.
  3. Greets clients and other visitors to the office and notifies appropriate individuals of their guests’ arrival.
  4. Shares in responsibility of regional office telephone coverage, when needed.
  5. Check attendance calendar for attorneys and staff for the day.
  6. Offer and serve beverages to clients and attorneys in the conference room(s).
  7. Set-up and clean-up of conference room(s), lounge or other rooms used for meetings or gatherings.
  8. Keep business card holders in lobby area filled.
ADMINISTRATIVE DUTIES:
  1. Opens, scans, and distributes daily mail with the assistance of Office Services. Handles FedEx and occasional runs.
  2. Scans and maintains log of all incoming checks. Deposits checks as needed.
  3. Trust check daily - Facilitates getting checks signed, scan checks and has Office Services distribute to recipients.
  4. Delivers incoming mail to appropriate recipients within the office.
  5. Helps with scheduling of visiting attorney offices and conference room reservations.
  6. Receives and distributes all incoming faxes.
  7. Handles all food orders for firm-related or client meetings.
  8. Assists with large mailings and other non-priority projects.
  9. Cross-trains with other receptionists.
  10. Helps prepare for marketing events.
  11. Assist with concierge duties.
  12. Assists with logging incoming litigation vendor invoices, scans them to Office Manager.
  13. Assists with facilitating payment of incoming vendor invoices for the Morristown office.
  14. Assist Office Manager with facilities management.
  15. Checks paper levels on all copiers and printers daily. Meet with vendors and service providers as needed.
  16. Maintain upkeep and replenishment of office and breakroom supplies.
  17. Prepare offices for attorneys/guests (i.e. working phone, computer, etc.)
  18. Store supplies upon receipt, verify received items and forward packing slips for approval.
  19. Ensure all office equipment is up and running.
  20. Assist with preparation of check requests.
  21. Assist with petty cash.
  22. Assist as needed with CMS Attorney/Paralegal time entry.
  23. Miscellaneous duties as required.
FILE CLERK DUTIES:
  1. Save and name documents into appropriate categories within each matter’s electronic workspace.
  2. Creation of electronic (and physical when required) Subfolders as requested by Attorney/Paralegal/Legal Assistant.
  3. File Closing – Update Master Index and Inventory for Scanning (Iron Mountain).
  4. Data Entry of Files.
  5. Create and maintain electronic files (and physical files when required) ensuring the file contains the same documents/information as the Master Index.
  6. Locate files when others are unable to locate them.
  7. Update file rooms as needed to clear out older files and update any physical files that have been created.
  8. Reclassifies documents from prior document management system into appropriate folders within system.
  9. Prepare closed files by inventorying and shipping and scanning, as needed.
  10. Prepare requests for ordering closed files from storage and for return of the same.
  11. Any and all other duties as may be required of the job.


ADDITIONAL MISCELLANEOUS BACK-UP DUTIES FOR THE COLLECTION/FORECLOSURE DEPARTMENT:

  • Back up for incoming Mail, check deposits and general office services requests.
REQUIRED SKILLS/ABILITIES:
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Ability to organize files and workflow.
  • Ability to work in a fast paced and heavy deadline driven environment.
  • Proficient with Microsoft Office Suite or related software.
  • Familiarity with iManage, File Site, and Aderant, preferred.
EDUCATION AND EXPERIENCE:
  • High school diploma or equivalent required. Technical education will also suffice.
  • A minimum of two years of related experience is required.
  • Light typing with a minimum typing speed of 25 WPM


Equal Employment Opportunity

Becker is committed to diversity in the workplace. Workplace diversity refers to the protection, respect and inclusion of all of the attributes that each employee contributes to the workplace. We strive for a workplace that welcomes and respects all employees regardless of any protected class status, including, but not limited to, race, color, religious creed, national origin, sex, sexual orientation, gender identity, genetic information, military service, age, ancestry, and disability. We also acknowledge the other ways in which people are different, such as educational level, life experience, work experience, socio-economic background, and personality and recognize the value of these individual differences.

We are wholly committed to creating hiring practices and a work environment that values and utilizes the contributions of people with different backgrounds, experiences and perspectives.

As such, it is the policy of Becker to recruit, employ, train, develop, and promote employees on the basis of individual qualifications, competence, and merit. We believe that all persons are entitled to equal employment opportunity and do not discriminate on any basis prohibited by applicable law. It is our goal to fully comply with the letter of the law, as well as its spirit and intent.