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Administrative Assistant
2 months ago
Job Details
Description
Kilpatrick, a large international law firm, is seeking an Administrative Assistant for our IT Department in our Atlanta, Dallas or Houston office. This position will be part of our team of attorneys, paralegals and support staff providing a high level of service to both internal and external clients. At Kilpatrick we are one team where each person plays an integral role in serving the needs of our clients. The firm has a strong dedication to its employees, values, diversity and inclusion initiatives and commitment to the community.
The primary focus of the Administrative Assistant - IT position will be management of the invoice payment process for the IT department to ensure accurate and timely invoice processing for the firm’s IT vendors and service providers. This position manages service renewal schedules and works with our Procurement department as needed regarding new vendor/service contracts. In addition, this position provides administrative support to the IT department and the Chief Information Officer. Duties include general administrative, financial, and project-based work.
ESSENTIAL JOB FUNCTIONS:
Invoice Management: Manage the invoice payment process for the IT department, including processing of invoices from IT vendors and service providers. Tracking/Scheduling: Maintain accurate records of all invoicing activities, renewal schedules and provide regular reports to management. Also answer inquiries from vendors on their payment status. Stakeholder Collaboration: Collaborate with the IT team to ensure accurate invoice information and resolve any invoicing discrepancies. Quality Assurance: Continuously review and improve invoice processes to increase timeliness and efficiency. Assist in the administration, maintenance, and management of vendor/ supplier relationships and contracts. Maintain IT sales agreements and contracts. Manage service renewal schedules and work with Procurement department as needed regarding new vendor/service contracts. Process all expense reports for trips and for mobile plans where the Firm does not pay directly. Work with IT management in the development and tracking of IT department budget forecasts and actuals. Maintain calendars and schedule appointments and meetings for CIO, schedule events and other IT services. Organize, compose, and produce letters, email, and other documents. Maintain IT process and documentation such as policies, SOPs, etc. Complete other administrative tasks such as PTO tracking; expense reports; filing; sorting and distributing incoming mail and preparing outgoing mail; general administrative duties to ensure the smooth running of the department.KNOWLEDGE/SKILLS REQUIRED:
Associate degree, two-year technical diploma, or equivalent experience. Intermediate to advanced knowledge of Microsoft Office software such as Word, Excel, and PowerPoint. Prior administrative support experience, preferably with experience supporting an IT department. 3+ years’ experience in invoice processing and management. Proficiency in relevant invoice processing software and Microsoft Office applications. Excellent verbal and written communication skills, with the ability to effectively engage and collaborate with diverse stakeholders. Strong analytical and problem-solving skills, with the ability to analyze complex issues and propose practical solutions. Excellent attention to detail and accuracy. Demonstrate a professional image through all business interactions. Solid spelling, grammatical, and punctuation skills. General understanding of fiscal management. Strong organizational skills: ability to meet deadlines and track due dates. Represent department and the firm in a professional and positive manner; ability to maintain composure under pressure. Solid interpersonal, written, and oral communication skills. Detail oriented; thorough with a focus on quality deliverables. Highly reliable and dependable; flexible and able to work against deadlines; uses sound judgment. Maintain confidentiality regarding all corporate matters. Self-motivated with excellent time management skills; strong ability to multi-task. Works independently without direct guidance on recurring assigned tasks. Strong customer focus and keen sense of urgency.This is a full-time, regular position with a multi-faceted health benefit package including medical, dental, and vision. The firm also offers life insurance, short term disability plans and retirement plans in addition to holidays and paid time off. The firm offers hybrid work schedules combining in office work days as well as remote work days. The pay range for this position in Atlanta, Dallas and Houston only is $27.28 to $40.92 per hour.
Selected applicants will be contacted. Kilpatrick is an Equal Opportunity
Employer.
