Receptionist, Administrative​/Clerical

Under the direct supervision of the Office Administrator, and according to established policies and procedures, the Receptionist performs all functions related to receiving calls, clients, vendors and deliveries, and directs them to the appropriate individual(s), and performs a variety of reception, secretarial and clerical duties. Maintains contact with attorneys, staff and clients and observes confidentiality of client and firm matters. Employee must perform all duties with minimal supervision.

Telephone and Message Handling

1. Receives and records oral information from telephone callers or visitors then communicates it to attorneys and staff.

2. Operates a multi-line telephone console to relay incoming, outgoing and intra-system (internal) calls.

3. Directs telephone calls to the appropriate attorney and staff; manages multiple telephone inquiries and redirects them as appropriate.

4. Retrieves system voicemail messages regularly.

Reception, Visitor and Client Service

5. Serves as the primary receptionist for the office and the first point of contact for office visitors and callers.

6. Meets and greets clients and visitors to the office and ensures proper clearance and routing of such parties in accordance with firm policies; notifies supervisor of difficult situations.

7. Provides concierge-level service to B&T guests, personnel and visitors, including greeting clients as they arrive and associated services.

8. Greets, announces and situates all employees and visitors;

9. Facilitates communications internally and externally by serving as the first point of contact for office visitors and callers, coordinating in-office and interoffice meetings and conferences, and assisting office personnel with strategic information gathering tasks.

Reception Area, Kitchen and Office Upkeep

10. Opens the reception area and readies the office and lobby area for daily opening, including:

11. Maintains neatness of the lobby and reception area, including keeping books and papers in order and the area free of trash; periodically checks the newspapers to be sure they are in order; organizes books and magazines and assures they are available; keeps the ledge clear.

12. Maintains supplies in the reception area; assists with supply ordering.

Conference Rooms and Meetings

13. Schedules use of conference rooms, coordinates all conference room activities and scheduling.

14. Coordinates meeting logistics, including food/beverage and IT services; orders lunches for meetings and provides the Office Administrator with cost information when checks are required.

15. Assists with meeting room set-up and break-down; maintains neatness of, and supplies in, conference rooms.

Mail, Deliveries, Couriers and Faxes

16. Receives and records deliveries to and from the firm and/or individuals in the firm, and routes them accordingly to the proper recipient.

17. Assists and serves as back-up to the Resource Center as follows:

a. Receives and distributes incoming mail, courier deliveries, Fed Ex, etc.;

b. Prepares all inter-office courier envelopes for daily Fed Ex pickup; and

c. Deposits daily outgoing U.S. mail at the designated drop box.

18. Receives incoming faxes through the Imagicle system and routes or delivers faxes via e-mail to the appropriate recipients.

19. Coordinates deliveries of other courier runs as requested.

Clerical, Word Processing and Administrative Support

20. Provides word processing and other office assistance, such as time entry for attorneys, paralegals and staff as needed; does overflow typing of legal correspondence for secretaries and attorneys; assists with data entry and filing, as required.

21. Assists with envelope stuffing for large mailing projects; creates large mailing lists for holiday cards and other mailings.

22. Provides other assistance to attorneys, paralegals and staff as needed.

23. Other duties as assigned.

The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

1. Ability to read and write at a level normally acquired through the completion of high school in order to process informational messages, and to follow basic directions on how to prepare documents and correspondence.

2. Approximately six months to one year of on-the-job experience in order to gain an…