Receptionist/File Clerk Job Oklahoma City area,Oklahoma USA,Administrative/Clerical

Primary

Purpose:

Serves as the first point of contact for the office by answering, screening, and directing incoming calls and by greeting clients and visitors. Maintains the firm's physical and electronic filing systems, provides word processing support, processes incoming and outgoing mail, and runs errands, including the pick up and delivery of documents at the courthouse and other locations. Serves as backup to the legal assistant and office manager and performs administrative tasks for both as requested.

This is not a remote position.

Essential Duties and Responsibilities

Answer, screen, and direct incoming calls; take accurate and complete messages; greet clients, adjusters, and other visitors and notify the appropriate attorney or staff member.

Open, sort, date stamp, and distribute incoming mail; prepare outgoing mail, certified mailings, and courier or overnight packages; maintain postage and delivery records.

Open, maintain, and close client files; file correspondence, pleadings, discovery, and records in the physical and electronic filing systems on a current basis; maintain the file index and the records of files sent to storage.

Perform word processing for the attorneys, legal assistant, and office manager, including correspondence, pleadings, discovery, and reports prepared from dictation, handwritten drafts, or transcription, in accordance with firm formatting standards.

Run errands as assigned, including the pick up and delivery of pleadings, orders, and other documents at the courthouse and court clerk's office, and trips to the post office, bank, clients, and vendors.

Scan, copy, assemble, and index documents, exhibit notebooks, and deposition materials.

Assist with calendaring and with the scheduling of appointments, depositions, mediations, and meetings.

Maintain the office supply inventory, place supply orders, and coordinate maintenance and service of office equipment.

Serve as backup to the legal assistant and office manager and perform administrative tasks for both as requested, including scheduling, requesting and organizing records, assembling discovery materials, and processing invoices for payment.

Maintain the reception area, conference room, and file room in a neat and orderly condition.

Competencies

Problem Solving
- Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully.

Interpersonal Skills
- Maintains confidentiality;
Acts professionally during interactions with others.

Oral Communication
- Speaks clearly and courteously in person and by telephone;
Listens and asks questions to receive clarification;
Responds well to questions;
Takes accurate and complete messages and relays them promptly.

Written Communication
- Writes clearly and informatively;
Edits work for spelling and grammar errors;
Varies writing style to meet the needs of different projects;
Presents numerical data effectively;
Able to read and interpret written information.

Customer Service
- Responds promptly and courteously to clients, adjusters, court personnel, and vendors;
Handles difficult or emotional situations with tact;
Follows through on commitments.

Diversity
- Shows respect for cultural differences;
Promotes a harassment-free environment.

Ethics
- Treats people with respect;
Keeps commitments;
Works with integrity;
Upholds organizational values; maintains confidentiality.

Organizational Support
- Follows policies and procedures;
Completes administrative tasks correctly and on time;
Supports organization's goals and values.

Judgment
- Displays willingness to make decisions;
Exhibits sound and accurate judgment;
Supports and explains reasoning for decisions;
Includes appropriate people in decision-making process;
Makes timely decisions.

Planning/Organizing
- Prioritizes and plans work activities;
Uses time efficiently.

Professionalism
- Approaches others in a tactful manner;
Reacts well under pressure;
Treats others with respect and consideration regardless of their status or position.

Quality
- Demonstrates accuracy and thoroughness;
Monitors own work to ensure quality.

Quantity
- Completes work in a timely manner;
Works quickly.

Adaptability
- Adapts to changes in the work…

Receptionist​/File Clerk

Receptionist/File Clerk