Assistant Office Manager and Mail Clerk

Job Description

Job Title: Assistant Office Manager and Mail Clerk 

Department: Operations

Reports To: Office Manager and Attorney 

Employment Type: Full-Time

Compensation: $26.00 per hour

Job Summary:

The Assistant Office Manager and Mail Clerk will provide essential administrative and operational support to the Office Manager and the Managing Attorney. This role is ideal for someone who is highly organized, proactive, and thrives in a small, fast-paced environment. The Office Assistant will handle a variety of tasks, from clerical duties to client communication, ensuring the office runs efficiently and professionally. Additionally, this role will serve as the firm’s mail clerk, managing all physical mailing and scanning incoming mail.

Key Responsibilities: 

• Administrative Support: Assist the Office Manager with daily office operations and ensure office runs smoothly.
  • Manage and organize office supplies, ensuring all necessary items are stocked.
  • Maintain and update physical and digital filing systems, ensuring documents are easily accessible.
  • Assist with scheduling and calendar management for the Managing Attorney.
  • Perform data entry and maintain accurate records.
• Front Office Duties: Assist the Office Manager with maintaining the facilities and coordinating in-person guest communication.
  • Greet clients and visitors warmly and professionally.
  • Schedule appointments, meetings, and conference room bookings for the Managing Attorney.
  • Manage the reception area, ensuring it is tidy and presentable.
• Mail Clerk Responsibilities: Oversee all aspects of the firm’s physical mail operations. The candidate will ensure that all mail is handled promptly and accurately, maintaining detailed records of incoming and outgoing correspondence.
  • Handle all physical mailing, including preparing and sending outgoing mail and packages via courier or postal services.
  • Receive, sort, and distribute incoming mail and packages promptly.
  • Scan and digitize incoming mail, ensuring it is properly filed and accessible to relevant team members.
  • Maintain accurate records of all incoming and outgoing mail.
  • Coordinate with courier services and track deliveries as needed.
• Financial and Billing Assistance: Provide support to the Office Manager in managing the firm’s financial and billing processes.
  • Support the Office Manager with basic bookkeeping tasks, such as processing invoices and expense reports.
  • Assist with time entry and client billing under the guidance of the Office Manager
  • Assist with tracking and reporting expenses.
  • Assist with drafting checks.
• Technology and Facilities Support: Assist Office Manager in ensuring that the firm’s technology and facilities are functioning properly.
  • Troubleshoot basic IT issues and coordinate with external IT providers as needed.
  • Ensure office equipment (printers, copiers, phones, etc.) is functioning properly.
  • Maintain office cleanliness and organization, coordinating with cleaning staff if necessary.
  • Manage office supply inventory and place orders as needed.
  • Assist with setting up and maintaining office technology for new employees.
• Special Projects and Miscellaneous Tasks: Assist with a variety of special projects and tasks as needed.
  • Assist with planning and executing firm events, such as client meetings or community outreach activities.
  • Support the Office Manager with ad hoc projects and initiatives to improve office efficiency.
  • Perform other duties as assigned to support the Managing Attorney and Office Manager.

Qualifications:

• Proficiency in Microsoft Office Suite. 
• Strong organizational and time-management skills with the ability to multitask. 
• Excellent written and verbal communication skills. 
• Ability to work independently and as part of a small team in a fast-paced environment. 

Salary : $26