Administrative Assistant

Armstrong Teasdale; Kansas City (MO); On-site; USD 40,000 - 52,000; Full time

Job summary

Armstrong Teasdale is seeking an Administrative Assistant to support the Office Manager in daily office operations and provide excellent customer service to guests and staff. You will manage conference center duties, coordinate rooms, and assist with videoconferencing setup.

The role requires a High School Diploma, 1+ year of office experience, and familiarity with Microsoft Office. Notary commission may be required after employment; general clerical tasks and event support are also part of

Qualifications

• High School Diploma or equivalent required.
• Notary license preferred or ability to obtain after employment.
• 1+ year of office experience; 1+ year of office or customer service experience with strong knowledge of Microsoft Office.

Responsibilities

• Oversees conference center and reception duties, greets guests, answers/directs calls, and handles guest needs.
• Schedules conference rooms and supports videoconferencing as AutomATe administrator.
• Maintain/notarize documents as requested and obtain notary commission if needed.
• Process reimbursement requests in AutomATe, checks, and assist with credit card reconciliation.
• Assist with scanning mail, large mailing projects, envelopes/labels, certified mailings, and binder preparation.
• Support timekeepers and practice group assistants with time entry and expense reports; handle overflow clerical tasks.
• Coordinate facilities requests with building management and assist with events and office logistics.

Skills

Customer service

Microsoft Office

Administrative support

Notary public

Education

High School Diploma

Tools

AutomATe

Job description

About Armstrong Teasdale:

For more than a century, Armstrong Teasdale has forged long‑term relationships with clients large and small around the globe. Since our founding in 1901, we have grown to be one of the 200 largest law firms in the U.S. Our mission statement-\"Always exceed expectations through teamwork and excellent client service\"- carries through everything we do. We embrace the following values: integrity, teamwork, entrepreneurship, investment, celebration, perspective, accomplishment and inclusiveness.

Summary Description:

The Administrative Assistant is tasked with supporting the Office Manager in the administration of day‑to‑day office operations and providing excellent customer service to all guests and personnel of Armstrong Teasdale.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Oversees all conference center and reception duties including greeting guests and accommodating all guest needs; answering and directing phone calls; processing parking validations; tracking inventory of snacks, beverages, cleaning supplies; may include processing incoming and outgoing packages


• Serves as the AutomATe administrator for the office, schedules conference rooms, and supports all meeting coordination and videoconferencing set‑up


• Will be required to maintain a current notary commission and be available to notarize documents as requested


• Handles various accounting tasks such as submitting reimbursement requests in AutomATe and follow up; check requests; may assist with credit card reconciliation


• Assist with handling scanning of incoming mail; large mailing projects; printing envelopes and labels, certified mailings; and preparation of binders


• Provides support to timekeepers and practice group legal assistants with time entry; preparation of expense reports and check requests; and general overflow clerical/legal work


• May coordinate or assist with facilities requests, such as liaising with building landlord, scheduling visitors with building security; and submitting work orders to building management


• May support the Office Manager with office needs such as turning over workstations, maintaining floor plans and master office lists; providing support for events; assisting with scanning and copying projects; handling basic printer and copier maintenance; and supporting IT with help desk requests and maintaining the server room

Qualifications:

• Education: High School Diploma or equivalent


• Required Licenses and/​or Certifications: n/a; notary license or ability to obtain after employment commences preferred


• Experience: 1 or more years of office experience; 1 or more years of office or customer service experience with strong knowledge of Microsoft Office and computers if preferred.

Supervisory Responsibilities

N/A

Physical Activity

The employee will be required to sit for prolonged periods and work on a computer; the employee must also have the ability to walk, stand and bend, as well as lift at least 10 pounds

Travel Required

N/A

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.

EEO Statement

: Armstrong Teasdale is an equal opportunity employer and will make all employment decisions without regard to race, color, religion, national origin, ancestry, age, sex, pregnancy, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status or other protected status, in accordance with federal, state and local laws. At Armstrong Teasdale, we define diversity and inclusion broadly and focus on helping professionals of all races, religions, national origins, gender identities, ethnicities, sexual orientations and physical abilities feel a sense of belonging. Diversity and inclusion are core values of the firm, and we recognize the richness they bring to our workplace.