Job description

Job Description: Administrative Assistant

PURPOSE OF POSITION

The Administrative Assistant is responsible for assisting the Office Manager in coordinating office operations and procedures in order to ensure organization effectiveness and efficiency.

SCOPE

The Administrative Assistant reports to the Office Manager and is responsible for aiding in all office management services to the entire office.

RESPONSIBILITIES;

• Mail processing (opening mail, sorting mail, filing); Assist Office Manager by opening and organizing their interoffice mail, responding to messages, screening phone calls, and drafting/updating correspondence, interoffice memoranda, and emails
• Organize operations and procedures.
• Enter and allocate expenses, pay all bills for the business, and partners individually,
• Enter, pay, and allocate costs to be billed to clients.
• Assist with coordinating as a liaison to third party administrator.
• Assist with coordinating annual application for professional liability insurance and liaison to broker.
• Assist with coordination of all bank accounts, monitor accounts daily in order to maintain adequate balances, as well as monitor any fraudulent withdrawals, transfer funds between accounts, follow-up on returned client checks, and liaison to bank representatives;
• Entering bill payments, invoices and statements into QuickBooks and printing checks
• Assist with review all pre-bills, & run and review final bills & reports.
• Assist as liaison with CPA to prepare monthly financial reports.
• Assist as liaison with CPA re: preparation of partnership tax returns.
• Oversee maintenance of original documents at storage facility.
• Provide receptionist and file clerk backup as needed
• Willingness to take on a variety of different projects

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES

• Law office management experience preferred;
• Ability to maintain high level of accuracy in preparing reports;
• Experience in human resources policies/procedures;
• Good decision-making skills;
• Attention to detail and high level of accuracy;
• Attention to confidentiality and discretion in all matters related to firm and clients;
• Effective verbal and listening communications skills;
• Time management skills;
• Ability to work independently with little supervision.

PERSONAL ATTITUDE AND ATTRIBUTES

• Integrity, honesty and trustworthy beyond reproach;
• Flexible and adaptable to change;
• Team player attitude;
• Sound, solid work ethic;
• Willingness to take on additional responsibilities as requested.

COMPUTER PROGRAMS USED

• Microsoft Outlook;
• Adobe Acrobat
• Timeslips;
• QuickBooks;
• Essential Forms/Legal Solutions;
• Word Perfect, Word & Excel.

Job Type: Full-time

Pay: $28.00 - $31.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday
• No nights
• No weekends

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Menlo Park, CA 94025: Reliably commute or planning to relocate before starting work (Required)

Experience:

• QuickBooks: 1 year (Preferred)

Work Location: One location

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