Office Assistant

Hall Booth Smith, P.C.; Little Rock (AR); On-site; USD 30,000 - 45,000; Full time

Job summary

Hall Booth Smith, P.C. is seeking an administrative professional in Little Rock, Arkansas, to serve as a point of contact for clients and visitors. Responsibilities include scheduling conference rooms, performing clerical duties, and maintaining office equipment.

Candidates must possess strong interpersonal skills, organizational skills, and a commitment to confidentiality. The role necessitates flexibility, attention to detail, and the ability to handle a high volume of telephone calls effectively.

Qualifications

• Demonstrated reading, spelling, diction and grammar skills.
• Interpersonal skills necessary for communication.
• Ability to maintain confidentiality with integrity.

Responsibilities

• Point of contact for clients and visitors.
• Schedules and maintains conference rooms.
• Performs clerical duties like typing and scanning.

Skills

Interpersonal skills

Organizational skills

Typing ability (35 wpm)

Attention to detail

Confidentiality

Education

High school diploma or equivalent

Tools

Multi-line telephone

Office equipment (copiers, printers)

Job description

Performs all functions related to receiving calls, clients, vendors, and deliveries and directs them to appropriate individuals within the firm according to established policies and procedures. Assists with administrative projects including dealing with prebills, invoices and scanning mail, as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Point of contact for clients and visitors, in person and via phone.
• Schedules and maintains use of conference rooms, noting special equipment or refreshment requirements.
• Liaison with management, submitting and monitoring maintenance requests.
• Coordinates with parking personnel on new employees. Validates parking as appropriate for clients and visitors.
• Organizes office events, including holiday parties, birthday celebrations, and trainings.
• Performs clerical duties including typing, copying, scanning, electronic file maintenance, time entry and expense reports.
• Orders condolence and celebratory flowers and meals as requested.
• Receives, records, and distributes mail and packages; processes outgoing mail and packages.
• Operates and maintains office equipment including copiers, printers, phone and voicemail systems. Coordinates with IT and vendors for repairs and maintenance.
• Remains flexible and open to requests for support or assistance outside of the scope of this job description and to other duties as directed by the Management team.
• Work may require more than 40 hours per week to perform the essential duties of the position.
• Work requires sitting, bending, stooping, computer keyboarding and continuous use of the hands, telephone contact, reading, and may occasionally require lifting of 25-50 lbs. or more.
• Work occasionally requires a high level of mental effort and strain when answering a high volume of telephone calls and performing essential duties.

Knowledge, Skills And Abilities Required

• Demonstrated reading, spelling, diction and grammatical skills equal to or above a level normally acquired through successful completion of a high school or general education degree.
• Interpersonal skills necessary in order to communicate with a diverse group of attorneys, staff, and clients and to provide or obtain information with ordinary courtesy, diplomacy and tact.
• Ability to demonstrate impeccable integrity in confidential matters.
• Accurate typing ability of 35 wpm and comprehensive computer and multi-line telephone experience.
• Demonstrated organizational, prioritization, and attention to detail skills to allow for timely, effective and accurate performance of job duties with little or no supervision.
• Under certain circumstances the Firm may substitute experience for educational requirements and vice versa.

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 functions, responsibilities or requirements.