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Administrative Support Specialist

2 months ago

Raleigh, North Carolina, United States The Greer Group, Inc. Full time
Job Description

The Greer Group, Inc. is seeking a highly skilled and detail-oriented Administrative Support Specialist to join our team in Raleigh. As a key member of our Litigation practice group, you will provide complex secretarial, administrative, and substantive legal support to our attorneys.

Key Responsibilities
  • Technical Support: Leverage technology resources to ensure the efficient operation of our attorneys' workgroup.
  • Task Management: Identify and implement the most efficient methods for completing tasks and projects.
  • Document Preparation: Prepare documents using office software applications, including formatting, inputting, editing, retrieving, copying, printing, and transmitting text, data, and graphics.
  • Legal Knowledge: Possess a working knowledge of legal processes and procedures to ensure accurate preparation of client documents and adherence to filing deadlines.
  • E-Filing and Filing: Prepare and coordinate e-filings, as well as filings in state and federal courts as needed.
  • Administrative Support: Handle incoming and outgoing mail, faxes, and scan documents, ensuring timely and accurate processing.
  • Calendar Management: Maintain the daily calendar of each attorney, scheduling appointments, meetings, and travel arrangements.
  • Contact Management: Maintain Outlook contacts for each attorney as necessary.
  • File Management: Open, close, and assist with conflicts checks on files.
  • Financial Support: Provide support to attorneys with timesheets and regular billing matters, including requesting reimbursement through ChromeRiver and Accounts Payable.
  • Client and Court Relations: Maintain a professional and courteous relationship with clients and court personnel, requiring discretion and judgment.
  • Attendance and Flexibility: Regular and predictable attendance is essential, with flexibility to work overtime as needed to support the Litigation practice group.
Requirements and Qualifications
  • Experience: At least 5 years of secretarial experience in a law firm environment, including experience with e-filing in federal or state courts.
  • Technical Skills: Strong knowledge of and ability to apply office software applications, including Word, Excel, PowerPoint, Outlook, and PDF.
  • Legal Knowledge: Working knowledge of legal practices, terminology, documents, and court procedures.
  • Support Tools: Working knowledge of the firm's support tools and systems.
  • Communication and Interpersonal Skills: Ability to interact and communicate effectively in a business environment.
  • Problem-Solving and Adaptability: Flexible, solutions-oriented approach and ability to work under pressure and handle multiple priorities from multiple sources.
  • Clerical and Organizational Skills: Excellent typing, spelling, grammar, proofreading, transcription, and general clerical skills, with the ability to coordinate work activities, prepare legal correspondence and documents, and organize and maintain files and records.
  • Education: A minimum of a high school diploma or GED is required; an associate degree, certificate, or related education is preferred, with significant prior experience potentially substituted for a combination of educational requirements.
Performance Measures

The Administrative Support Specialist will be evaluated by the attorneys in the work group and the Office Manager based on the following performance criteria:

  • Responsibility and Quality of Work: Ability to perform responsibilities as outlined above, both in terms of quality and quantity of work.
  • Technical Expertise: Expertise with available software and technology tools, understanding of secretarial and office procedures, equipment, legal terminology, and attention to detail.
  • Dependability and Cooperation: Dependability and cooperation with attorneys, clients, and other support staff.
  • Adherence to Policies and Procedures: Adherence to office policies and procedures.
  • Professionalism and Communication: Professionalism and ability to communicate effectively and handle multiple priorities.