Administrative Clerk

Hall Booth Smith, P.C.; Jacksonville (FL); On-site; USD 28,000 - 36,000; Full time

Job summary

Hall Booth Smith, P.C. seeks an Administrative Clerk to support a busy legal team by assisting timekeepers and secretaries, handling filing, and preparing reports. The role requires accurate typing, strong organizational skills, and the ability to adapt to changing priorities.

Candidates should have a High School diploma and experience in a professional office environment. This full-time, on-site position offers steady hours and collaboration with attorneys and staff.

Qualifications

• High school diploma or equivalent.
• Experience supporting administrative, clerical, records, or office operations preferred.
• Experience in a team-oriented professional office environment preferred.

Responsibilities

• Provide team support to timekeepers and staff.
• Assist secretaries and timekeepers with projects.
• Maintain open communication with HR Manager regarding assignments and projects.
• Prepare File Action Reports during file closings.
• Quality-check files per Records Center guidelines.
• Assist with filing and indexing.
• Enter billable time into Elite.
• Adapt to changing daily priorities.

Skills

Organization

Prioritization

Proofreading

Attention to detail

Interpersonal skills

Typing accuracy

Communication with HR

Teamwork

Flexibility

Education

High school diploma

Tools

Elite time-entry system

Job description

Purpose Of The Job

Responsible for providing assistance to the team, which consists of the secretaries and timekeepers, and performing a variety of other duties as needed. The Administrative Clerk maintains an open line of communication with the Human Resource Manager regarding assignments and projects and provides flexible support to meet team and firm needs.

Key Responsibilities

• Provide team support to timekeepers and staff.
• Provide assistance to secretaries and timekeepers with projects deemed appropriate.
• Maintain open communication with the Human Resource Manager regarding assignments, projects, and concerns.
• Create and maintain a positive, "will-do" attitude in supporting the team.
• Prepare File Action Reports during the process of closing files.
• Quality-control files to ensure they are prepared according to the Records Center's guidelines and specifications.
• Become familiar with file walls and files in order to assist secretaries with filing.
• Type letters, update indexes, and create binders.
• Provide assistance to secretaries with entering billable time into Elite.
• Remain flexible in the daily schedule to accommodate unexpected situations resulting from attorneys', paralegals', and secretaries' work needs.
• Perform a variety of duties and other work deemed appropriate in support of the team and firm operations.

Required Qualifications

Education

• High school diploma or general education degree, or an equivalent level of spelling, diction, and grammatical ability normally acquired through successful completion of that education.

Experience

• Experience supporting administrative, clerical, records, or office operations preferred.
• Experience working in a team-oriented professional office environment preferred.

Skills

• Organizational, prioritization, proofreading, and attention to detail skills to allow for timely, effective, and accurate performance of job duties with little or no outside assistance.
• Interpersonal skills necessary to communicate with a diverse group of attorneys, staff, and clients and to provide or obtain information with ordinary courtesy, diplomacy, and tact.
• Accurate typing ability of 50 words per minute and comprehensive computer and office equipment experience.
• Ability to communicate concerns appropriately to the Human Resource Manager.
• Possess the drive and ambition to succeed and work in a team environment.
• Flexibility to respond to changing priorities and unexpected support needs.

Physical Requirements

• Work requires sitting, bending, stooping, computer keyboarding, continuous use of the hands, telephone contact, and reading.
• Work may require lifting 25 to 50 pounds or more.

Performance Measures

Goals

• Provide timely and accurate support to secretaries, timekeepers, and staff.
• Prepare and quality-check files in accordance with Records Center guidelines and specifications.
• Complete typing, indexing, binder creation, and time-entry support accurately and efficiently.
• Maintain dependable communication and responsiveness regarding assignments and projects.

Competencies

• Organization and attention to detail.
• Teamwork and service orientation.
• Flexibility and adaptability.
• Professional communication.
• Reliability and follow-through.

Working Conditions

• Professional office environment within a large law firm.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
• Flexibility in the daily schedule is required to accommodate unexpected work demands from attorneys, paralegals, and secretaries.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.