Department - Litigation Support Services - Services
The Administrative Support Level II is responsible for completing department administrative support duties requiring various work methods. Specific job requirements will be provided by hiring manager.
Essential Duties and Responsibilities
•Understand and demonstrate the principles of the Mission, Vision and Values of the Company.
•Make accurate and complete postings to departmental/branch records including vendor invoices.
•Validate assigned tasks to ensure predicted outcomes meet specified requirements.
•Generate system reports or obtain necessary data from reliable sources to create and/or maintain documents or spreadsheets.
•Prepare various documentation and forward to appropriate parties for completion or continuation of a process.
•Respond promptly to internal and external customer requests by phone, in-person or electronically.
•May be responsible contact outside sources/services for various purposes (i.e. verification, contracting services) - ensuring cost control measures when necessary.
•Perform various clerical duties such as copying, scanning, filing, receiving and distributing incoming mail and preparing outgoing mail. May be responsible for monitoring and responding to department/branch voice mail.
•Complete special projects as assigned.
•Comply with policies procedures as required.
•Assist with training new Administrative Support personnel as required.
•May be required to process documents and/or letters.
•May be required to maintain timekeeping records.
•May be required to receive department/branch/manager inbound calls and route to appropriate personnel.
•May be required to maintain department or management appointment calendars.
•May be responsible for completing bank deposits.
•May be responsible for reviewing affidavits for accuracy, sign or notarize and forward to appropriate party for legal suit filing.
Knowledge, Skills and Abilities
•Education: High school diploma or equivalency required.
•Experience: Minimum two years clerical experience required.
oLegal Department: Minimum one year legal collection experience required.
oOther Hiring Departments: Experience in specialty of hiring department preferred, (i.e. Collections, Human Resources).
•Language/Communication/Interpersonal: Excellent customer service skills. Ability to work with a diverse group of people. Ability to read, write and speak English. Ability to read and comprehend complex instructions pertaining to assigned department. Ability to follow written and oral instruction. Ability to communicate effectively and professionally in writing and verbally.
oLegal Department: Knowledge of legal process terminology.
•Analytical: Detailed orientated with ability to organize and prioritize work and multi-task. Strong problem resolution skills. Basic math skills, including percentages.
•Technical: Strong data entry skills. Strong working knowledge of Microsoft Office Applications: Word, Excel, Outlook. Knowledge of Power Point and Visio preferred. Ability to use standard office equipment (i.e. fax, copy machine, calculator, multi-phone lines). Ability to utilize internet for research.
oLegal Department: Knowledge of collection’s software reporting preferred.
oPortfolio Acquisitions: Notary Public may be required.
Clean, well-lit, well-ventilated office area.
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job and include: sitting in a normal seated position for extended periods of time; reaching by extending hand(s) or arm(s) in any direction; hand and finger dexterity required to manipulate objects; ability to move freely about in confined spaces; ability to see within normal parameters; ability to speak and hear within normal range and on the phone.
Other Work Requirements
The listed statements on this document are intended to describe the general nature and level of work being performed by people assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. It is the responsibility of associates assigned to this job to ensure all duties and responsibilities are performed accurately and timely as required.
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