Administrative Assistant

Job Title

Administrative Assistant

The Administrative Assistant provides essential administrative support to a fast-paced business unit by preparing documents and reports, managing files and calendars, and handling high-volume mailings and documentation. This role uses Microsoft Office and related software to support internal teams and external recipients, including legal professionals and other stakeholders, while maintaining a high level of accuracy, organization, and customer service.

• Perform basic administrative duties under immediate supervision, following well‑defined standard procedures.
• Prepare documents, reports, spreadsheets, presentations, and other materials to support the business unit.
• Maintain organized filing systems for physical and electronic documents, including large‑volume mailings and case‑related materials.
• Manage calendars as needed, helping to coordinate schedules and support department productivity.
• Handle large‑value and high‑volume mailings, filings, and documentation with a high degree of accuracy and attention to detail.
• Exchange documents with various courts, administrative agencies, and opposing parties, including some daily pedestrian travel within a short distance and occasional use of a company vehicle for longer distances.
• Serve large numbers of parties in a case via hand‑delivery, courier service, USPS mail, overnight courier, and email.
• Prepare and manage mailings to large groups of recipients, including events with 1,000 or more recipients.
• Use Microsoft Outlook, Excel, Word, PowerPoint, and other department systems to complete daily tasks and support team operations.
• Utilize MS Word and MS Excel to create and edit documents, spreadsheets, and mailing lists.
• Maintain accurate records and tracking of documents exchanged with external parties and agencies.
• Communicate clearly and professionally with co‑workers, other employees, customers, and external recipients.
• Listen to and understand written and verbal instructions, asking questions when unsure of how to handle an assignment.
• Actively assist co‑workers with assignments as necessary to maintain department productivity and support a team‑focused environment.
• Answer customer questions directly when possible and refer questions to others as needed to ensure effective service.
• Actively learn the function and processes of the department in order to assist customers and internal stakeholders more effectively.
• Apply basic education and training to job responsibilities and demonstrate initiative in handling assignments beyond routine tasks.
• Organize data and processes to support efficient workflow and accurate document handling.
• Demonstrate strong attention to detail to ensure that all materials are accurate, especially when recipients include judges, attorneys, and other parties with differing or adverse dispositions.
• Perform various other administrative tasks as needed to support the department and overall business operations.

• At least 1 year of administrative work experience.
• High school diploma or GED.
• Demonstrated computer proficiency, including strong skills in Microsoft Word, Excel, PowerPoint, Outlook, and other Microsoft Office products.
• Ability to type at a minimum of 60 words per minute.
• Strong written and verbal communication skills.
• Ability to organize data, documents, and processes effectively.
• Good analytical and problem‑solving skills.
• Ability to handle large‑value mailings, filings, and documentation accurately.
• Ability to follow well‑defined standard procedures while working under immediate supervision.
• Strong attention to detail, especially when preparing materials for legal and other critical recipients.
• Ability to work productively with others in a team‑oriented environment.
• Ability to listen to and understand written and verbal instructions and apply them effectively.
• Customer‑focused mindset, with the ability to respond to questions and direct inquiries appropriately.

• Experience using Adobe Acrobat for document labeling and editing.
• Experience performing mail merges using Microsoft Excel for letters and mailing or shipping lists.
• Familiarity…