Office Services Assistant

Summary

The Office Services Assistant is responsible for general office administrative duties, including faxing; scanning; filing; mail handling; services for conference rooms, all guest/visitor areas, lunchroom, and coffee rooms; and handling other administrative duties, as assigned.

Required Education & Experience

• High School diploma or equivalent.
• Minimum 1 year related experience and/or training.

Please submit your application by no later than 45 days following the posted date. Applications received after this date may not be considered.

Preferred Education & Experience

• Law Firm experience preferred.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Facilities and Hospitality (30%)
  
  
  
  • Provide services for and maintain appearance of conference rooms, visiting attorney offices, office kitchens and supply rooms,
  • Perform set-ups, clean-ups, inventorying, ordering and stocking of supplies within each room, and emptying/starting dishwashers. Includes inventorying and restocking drink supplies in conference rooms.
  • Position is involved in cleaning private offices for new hires or internal relocations.
  • Serve as Facilities Help Desk regarding building maintenance issues, HVAC issues, etc.
  • Other duties as assigned
  
  
  
  
• General Office Duties (25%)
  
  
  
  • Pick up mail in afternoon and distribute; take mail out to the mail drop at end of day.
  • Maintain office fax machines/printer machines.
  • Scan documents.
  • Perform routine filing and retrieval of files as needed, within internal office files and from offsite storage.
  • Maintain and process notary application
  • Other duties as assigned
  
  
  
  
• Reception (10%)
  
  
  
  • Serve as main receptionist relief for lunches/breaks.
  • Answer telephones and ensure phone calls are directed appropriately.
  • Greet guests in a professional, friendly and hospitable manner.
  • Arrange for transportation for clients/visitors, as needed.
  
  
  
  
• Records (10%)
  
  
  
  • Scanning documents to files
  • Barcoding and updating Records Management System
  • Onboarding new attorney files with IG
  • Closing client files with IG
  • Retrieving files from off-site
  • File Retention
  • Other duties as assigned
  
  
  
  
• Library (5%)
  
  
  
  • Shelve books and periodicals, both in Library and in attorney offices.
  • File loose-leaf services.
  • Contact vendors for missing book pages.
  • Search for missing Library materials in attorney offices.
  
  
  
  
• General and Administrative (20%)
  
  
  
  • Proactively demonstrate effective teamwork and provide assistance to other staff as time permits.
  • Work cooperatively with other departments and individuals in the Firm.
  • Performs other duties as assigned.
  
  
  
  

Competencies

• Strong verbal and written communication skills.
• Self-motivated with excellent organizational skills and attention to detail.
• Highly professional with a strong customer service orientation, commitment to meeting deadlines, and ability to multitask in a fast-paced and dynamic environment.
• Strong professional, independent thinking skills with strength in problem solving and the ability to offer constructive opinions and creative solutions.
• A team player who motivates and educates other team members.
• Regular and predictable attendance is an essential function of the position.

Supervisory Responsibility

This position has no supervisory responsibilities.

Travel

No travel is expected for this position.

Work Environment & Physical Demands

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the responsibilities of the position, these work environment characteristics are representative of the environment the person in this position will encounter. While performing the duties of this job, the employee will work in a professional, fast paced office environment that may require additional hours to complete work.

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the position. If an employee is unable to perform the essential functions of the position, Stinson LLP will evaluate whether a reasonable accommodation can be made to enable the employee to perform the described essential functions of the position. Generally, due to the nature of this office position, while performing the responsibilities of the position, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds. Vision abilities required by the job include close vision.

EEO Statement

Stinson LLP is an equal employment opportunity (EEO) employer. We encourage qualified minority, female, veteran, disabled, and other diverse candidates to apply to be considered for open positions. We offer a competitive compensation and benefits package. We conduct criminal background checks on all individuals offered employment. Information gathered through applicant voluntary self-identification will be used for statistical reporting and to measure the effectiveness of our EEO outreach efforts. All information is requested on a voluntary basis and will be kept confidential. We 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.