Receptionist/Records Clerk

Essential Job Duties:

Receptionist/Hospitality duties:

• Greeting guests and provide general hospitality services
• Answer multi-line telephone system
• Conference room preparation for meetings (and clean up)
• Ordering food/beverages for meetings
• Break room and coffee station (set up and breakdown)
• Retrieve, open, stamp and distribute mail; drop outgoing mail at end of day
• Arrange for outgoing overnight packages and drop at end of day
• Stock paper in each photocopier at the beginning of the day
• Forward faxes to attorneys and legal assistants
• Maintain primary calendar at front desk
• Provide support to office manager for routine administrative tasks
• Provide secretarial assistance (during absences and overload periods)
• Track inventory and stock incoming supplies

Records duties:

• Organize, record, index and store material and files relating to attorney notes, correspondence, memoranda, pleadings, discovery and other documents
• Maintain existing files and create new files using RM software (Interwoven) as needed
• Re-shelve files in file areas as needed

All other duties as assigned:

• Stellar attendance and punctuality

Qualifications/Requirements:

• Ability to type 60 wpm
• Interpersonal skills to communicate verbally, in writing and by telephone in a professional manner with clients, attorneys, vendors and staff
• Ability to operate office equipment such as computer, transcription equipment, fax machine and advance functions on photocopiers
• Proficiency in Word and Outlook, and familiarity with document management systems
• Proficiency in transcribing attorney dictation
• Proficiency in use of standard office equipment
• Possession of valid California driver license
• Ability to represent the firm in a positive and businesslike manner
• Organized, hardworking and willing to help

Physical Demands:

• Lifting of heavy boxes including client files, overnight packages, etc. (approximately 20 pounds)
• Stand/walk frequently
• See well enough to read/compose reports and use computer and other technology
• Hear well enough to communicate with clients, co-workers and outside vendors
• Stoop, kneel, and climb small step stool
• Use fine finger manipulation including writing, typing and using the phone system
• Be able to drive motor vehicle

Work Environment:

• Quiet professional office environment

Hourly Pay: $20-$23