The Administrative Specialist supports associate attorneys in delivering the highest level of service to internal and external clients alike. As a contributing team member, the Administrative Specialist is pro-active in balancing multiple work demands, taking personal responsibility for the quality and timeliness of his/her and the team’s work product, and maintaining client and Firm confidentiality. The Administrative Specialist knows who the attorneys are, their personal preferences and work styles. The Administrative Specialist maintains a professional demeanor and focus, is optimistic, has a sense of humor, is self-assured, confident of his/her skills and abilities and seeks to maximize team contributions and minimize disruption to the workday.
Creates, edits, formats and proofreads documents, spreadsheets and presentations.
Prepares legal documents for eFiling and filing via PACER.
Promptly responds to attorney requests via written, verbal or electronic communication. Effectively, efficiently and thoroughly manages work and information requests, including document management, scheduling, coordination with ARC team members, Williams Lea, Ricoh, etc. from inception to completion.
Effectively articulates the task complexity, time demands, negotiates a reasonable deadline for its completion and anticipates next steps in the process.
Helps attorneys and team members apply new technology to improve efficiency or quality of work product.
Hands off work with detailed instructions to team members so that the work product is not compromised.
Delegates work without advocating responsibility for its accurate and timely completion.
Interacts with attorneys and internal clients across Firm offices.
Smoothly handles multiple demands, shifting priorities and rapid change.
Maintains InterAction and/or Extranet data.
Maintains electronic files in accordance with Firm guidelines.
12:00 pm - 9:00 pm
Minimum Level: High school diploma
Preferred: Associate or Bachelor’s degree
Minimum Level: 5+ years of legal secretarial and customer service experience.
Preferred: 10+ years of legal secretarial and customer service experience
Minimum Level: Speaks and writes English clearly and succinctly.
Preferred: Drafts correspondence.
Minimum Level: Business Level Math
Minimum Level: Expert Microsoft Word; InterAction; Intermediate Microsoft Excel and PowerPoint.
Advanced: Troubleshoots technology issues.
Minimum Level: Logical thinking.
Advanced: Conceptual thinking—understanding how one unique problem set is similar to another.
Basic: Works without needing supervision and thrives in a team work environment.
Certificates & Licenses
Preferred: Notary Public
On and off-site team members, resources and attorneys
While performing the duties of this position, the Administrative Specialist will need to regularly move around the office and occasionally stand to use copiers, scanners or other pieces of equipment for a protracted period of time. The Administrative Specialist must be able to sit for long periods of time and type on a keyboard. The Administrative Specialist must be able to receive detailed information through oral and written communication. The Administrative Specialist is required to have close visual acuity to use a computer monitor, read, create, proofread and transcribe documents. The Administrative Specialist must be able to exchange information and receive instructions via video conference, phone