Office Coordinator/Public Finance Assistant

Stradling Yocca Carlson & Rauth LLP; San Francisco, Northern (CA, KY); Hybrid; USD 70,000 - 75,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

Vision insurance

Paid holidays

Job summary

Stradling Yocca Carlson & Rauth LLP in San Francisco is seeking an Office Coordinator/Public Finance Assistant to support the local office, answer calls, organize files, manage office supplies and coordinate general operations for attorneys.

The role requires proficiency with Microsoft Office, a high school diploma, and 2+ years as a receptionist in a law firm plus 3+ years as a legal secretary; this full-time position includes benefits and standard hours.

Qualifications

• Proficiency with Microsoft Office Programs (Word, Excel, Adobe and PowerPoint).
• High School diploma or equivalent.
• At least 2 years of experience as a receptionist, preferably in a law firm.
• At least 3 years law firm experience as a legal secretary/administrative assistant.
• Pleasant and professional demeanor with a clear speaking voice and English grammar.
• Punctuality and stellar attendance required.
• Ability to work well with others and without supervision.
• Must be able to work overtime if necessary.

Responsibilities

• Answer multi-line switch board, direct calls appropriately and respond to inquiries.
• Sort and deliver incoming mail; liaise with Fed-Ex, UPS, USPS, etc.
• Greet and assist visitors; maintain lobby presentation.
• Schedule appointments including meetings and conferences.
• Maintain the building’s visitor management system.
• Coordinate workflow and prioritize work to meet deadlines.
• Open files for new clients and matters; confirm billing arrangements.
• Organize electronic files in NetDocs.
• Prepare expense reports and enter attorney timesheets.

Skills

Microsoft Office

Communication

Time management

Customer service

Education

High School diploma or equivalent

Tools

NetDocs

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Coordinator/Public Finance Assistant

9 days ago Requisition ID: 1030

Salary Range: $70,000.00 To $75,000.00 Annually

Overall Purpose :

Provides administrative support for San Francisco office. The position is responsible for managing key office tasks including: answering the telephone, organizing and maintaining files, office equipment/supplies and professional physical appearance of the office, provides administrative support to attorneys, and coordinates general operations of the office.

OFFICE RESPONSIBILITIES, include but are not limited to:

• Answers multi-line switch board, directing calls appropriately and responding to inquiries;
• Ensures appropriate messages are taken and delivered, including caller’s full name and purpose of call;
• Sorts and distributes incoming mail and prepares outgoing mail for delivery; signs for packages and ensures proper delivery; liaise with Fed-Ex, UPS, USPS, etc.
• Greet and assist visitors when they arrive at the office;
• Orders and maintains office supply orders and inventory;
• Keeps the front lobby and conference room presentation-ready at all times;
• Schedule appointments, including meetings and conferences;
• Maintaining the building’s visitor management system;
• Coordinate workflow and prioritizes work so that all deadlines can be met;
• Act as primary liaison to building management;
• Responsible for conference room scheduling for meetings; arranges for special equipment, and coordinates catering services;
• Assume special projects under direction of Managing Partner;
• Review and approve SF staff ADP timecards;
• Word processing as needed; and

LEGAL ASSISTANT DUTIES, include but are not limited to:

• Revise and proofread documents with high accuracy.
• Convert documents from various formats to Word, Excel, or PowerPoint and format according to the firm’s standard format.
• Modify, compile, and redact PDFs.
• Download, organize and print data room documents.
• Make travel arrangements for attorneys, coordinate conference activities, and organize office events.
• Open files for new clients and new matters, including submittal of required forms and confirming billing arrangements.
• Organize and maintain electronic files in the firm’s document management system (NetDocs).
• Prepare and process expense reports, check requests, travel reimbursements, etc. in accordance with firm guidelines.
• Enter attorney timesheets into Webview.

Qualifications/Requirements :

• Proficiency with Microsoft Office Programs (Word, Excel, Adobe and PowerPoint)
• High School diploma or equivalent
• At least 2 years of experience as a receptionist preferably in a law firm environment
• At least 3 years law firm experience as a legal secretary/administrative assistant, preferably with public law or corporate experience
• Pleasant and professional demeanor with a clear speaking voice and excellent command of English grammar
• Punctuality and stellar attendance is required
• Ability to work well with others and without supervision
• Must be able to work overtime if necessary
• Reliable and cooperative manner
• Ability to handle multiple tasks and remain calm under pressure
• Ability to perform repetitive tasks and remain seated for long periods of time
• Ability to keep abreast of all floor plans, extensions, and names of employees.

Physical Demand :

Lifting up to 15 pounds; kneeling, bending sometimes required. Typing/sitting at desk for long durations at a time.

Overall Purpose :

Provides administrative support for San Francisco office. The position is responsible for managing key office tasks including: answering the telephone, organizing and maintaining files, office equipment/supplies and professional physical appearance of the office, provides administrative support to attorneys, and coordinates general operations of the office.

OFFICE RESPONSIBILITIES, include but are not limited to:

• Answers multi-line switch board, directing calls appropriately and responding to inquiries;
• Ensures appropriate messages are taken and delivered, including caller’s full name and purpose of call;
• Sorts and distributes incoming mail and prepares outgoing mail for delivery; signs for packages and ensures proper delivery; liaise with Fed-Ex, UPS, USPS, etc.
• Greet and assist visitors when they arrive at the office;
• Orders and maintains office supply orders and inventory;
• Keeps the front lobby and conference room presentation-ready at all times;
• Schedule appointments, including meetings and conferences;
• Maintaining the building’s visitor management system;
• Coordinate workflow and prioritizes work so that all deadlines can be met;
• Act as primary liaison to building management;
• Responsible for conference room scheduling for meetings; arranges for special equipment, and coordinates catering services;
• Assume special projects under direction of Managing Partner;
• Review and approve SF staff ADP timecards;
• Word processing as needed; and

LEGAL ASSISTANT DUTIES, include but are not limited to:

• Revise and proofread documents with high accuracy.
• Convert documents from various formats to Word, Excel, or PowerPoint and format according to the firm’s standard format.
• Modify, compile, and redact PDFs.
• Download, organize and print data room documents.
• Make travel arrangements for attorneys, coordinate conference activities, and organize office events.
• Open files for new clients and new matters, including submittal of required forms and confirming billing arrangements.
• Organize and maintain electronic files in the firm’s document management system (NetDocs).
• Prepare and process expense reports, check requests, travel reimbursements, etc. in accordance with firm guidelines.
• Enter attorney timesheets into Webview.

Qualifications/Requirements :

• Proficiency with Microsoft Office Programs (Word, Excel, Adobe and PowerPoint)
• High School diploma or equivalent
• At least 2 years of experience as a receptionist preferably in a law firm environment
• At least 3 years law firm experience as a legal secretary/administrative assistant, preferably with public law or corporate experience
• Pleasant and professional demeanor with a clear speaking voice and excellent command of English grammar
• Punctuality and stellar attendance is required
• Ability to work well with others and without supervision
• Excellent people skills
• Excellent phone etiquette
• Must be able to work overtime if necessary
• Reliable and cooperative manner
• Ability to handle multiple tasks and remain calm under pressure
• Ability to perform repetitive tasks and remain seated for long periods of time
• Ability to keep abreast of all floor plans, extensions, and names of employees.

Physical Demand :

Lifting up to 15 pounds; kneeling, bending sometimes required. Typing/sitting at desk for long durations at a time.

The salary wage range that we expect to pay for this position is from $70,000 - $75,000 and represents our good faith and reasonable estimate of the range of base salary at the time of posting. The actual salary offered may vary based on experience, qualifications or other relevant factors.

we are an Equal Opportunity Employer.

Job Type: Full-time

• 401(k)
• Health insurance
• Paid time off
• Vision insurance
• Paid holidays

Schedule:

• 7.5 hour shift (M-F, 9:00 a.m. - 5:30 p.m., 1 hour lunch break)