Administrative Clerk

Hall Booth Smith, P.C; Miami (FL); Hybrid; USD 35,000 - 45,000; Full time

Job summary

Hall Booth Smith, P.C. is seeking an Administrative Assistant in a professional law firm environment in Miami, FL.

The role provides crucial support to attorneys, secretaries, and timekeepers, handling typing, filing, and time-entry tasks while maintaining strong communication with supervisors. Responsibilities include file preparation, quality control, and flexible scheduling to meet the needs of the team.

Qualifications

• High school diploma or equivalent required.
• Experience supporting administrative/clerical/records operations preferred.
• Accurate typing, strong computer and office equipment skills.

Responsibilities

• Provide team and administrative support to timekeepers and staff.
• Support secretaries and timekeepers with projects as needed.
• Maintain open communication with supervisor about assignments and progress.
• Prepare file action reports and ensure files meet Records Center guidelines.
• Type letters, update indexes, and create binders.
• Enter billable time into Elite with accuracy.
• Remain flexible to adapt to changing priorities.

Skills

Organizational skills

Prioritization

Proofreading

Attention to detail

Interpersonal skills

Typing 50 wpm

Office software

Communication

Teamwork

Flexibility

Education

High school diploma

Tools

Elite

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 Assistant maintains an open line of communication with their supervisor regarding assignments and projects and provides flexible support to meet team and firm needs.

Key Responsibilities

• Team and Administrative Support
• Provide team support to timekeepers and staff.
• Provide assistance to secretaries and timekeepers with projects deemed appropriate.
• Maintain open communication with supervisor regarding assignments, projects, and concerns.
• Create and maintain a positive, “will-do” attitude in supporting the team.
• File and Records Support
• 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.
• Document Preparation and Office Support
• Type letters, update indexes, and create binders.
• Provide assistance to secretaries with entering billable time into Elite.
• General Support and Flexibility
• 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.
• Under certain circumstances, the Firm may substitute experience for educational requirements and vice versa.
• 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 Supervisor.
• 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.
• 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.