What are the responsibilities and job description for the Administrative Assistant position at Hinkle Law Firm LLC?
Position Title: Administrative Assistant
Reports To: Ryan Farley, Member Attorney
FLSA Status: Non - Exempt
Position Summary: Assist Attorneys and other Practice Area Timekeepers under minimal supervision and according to established policies and procedures with a variety of secretarial and administrative support duties to allow the Timekeepers to use their time for billing matters.
Essential Duties and Responsibilities:
- Perform all responsibilities, services, and activities ethically, competently, efficiently, and honestly, in keeping with applicable law and firm policies, including those set forth in the Hinkle Law Firm LLC Employee Handbook.
- Supports attorneys in EPP answering high volume of phone calls, scheduling meetings/appointments and email communication with clients.
- Must be able to enter work flow assignments, route new assignments to appropriate team members. Monitor work flow for will filing due dates and ensure contact is made to meet deadlines.
- Create working files for drafting. Responsible for new client matter forms/conflict check forms and change of data forms.
- Provide high level secretarial and administrative support, client interaction, managing multiple calendars, scheduling, dictation, and document production and maintenance.
- Prepare and organize materials for client and internal meetings. Produce documents with attention to detail. Assist with end of year projects.
- Reconcile Attorneys’ credit card billings and submit for approvals. Review bill books. Process expense forms and check requests.
- Make travel arrangements (including flight, hotel, rental car, etc.) with consideration of Attorney preferences and any applicable firm policies.
- Provide services to internal and external clients in a timely and efficient manner. Communicate critical information by conveying that information clearly, accurately, honestly and concisely in accordance with firm and practice area policies and procedures.
- Strive for an error free work environment while exceeding goals and expectations.
Knowledge, Skills and Abilities Required:
- College degree required or significant applicable experience in lieu of degree.
- Excellent interpersonal skills with attorney and staff at all levels of the firm.
- High level of proficiency with Microsoft Office Products to include Outlook, Word and excel.
- Must have strong organizational and time management skills. Attention to detail is critical.
- Ability to learn new tasks and responsibilities, and willingness to ask for assistance and seek further training when needed.
- Must maintain the highest level of professionalism, confidentiality and integrity.
- Must be able to work in a deadline driven environment with the ability to multitask and balance priorities between conflicting assignments.
- Empathy, compassion, accountability and trust are needed to be effective in this role.
Working Hours:
- The position is generally Monday through Thursday, 9 hour days and ½ days on Friday. Occasional overtime may be required to support the needs of the department.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential duties, responsibilities or requirements.
