LEGAL OFFICE RECORDS SPECIALIST FOR BUSY LAW FIRM IN West Palm Beach, FLORIDA
Your main responsibilities include directly supporting attorneys, case teams, and administrative teams in managing client and firm information per firm standards and processes. Requiring an attention to detail and a commitment to excellent customer service, this position offers an introduction to managing information in the legal environment to those who are new to the field AND will allow Specialists to advance their skills with opportunities for advancement, within a firm committed to the success of its personnel.
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Requirements:
- Bachelor’s degree or two to three years of professional services experience
- Excellent computer skills – high proficiency with Microsoft Office products (Word, Excel, PowerPoint, Outlook)
- Experience in InformationManagement (preferred)
- Ability to work both independently and collaboratively with individuals at all levels
- Superior communication skills and excellent attention to detail
- Collaborative, team-oriented approach to work
ESSENTIAL JOB FUNCTIONS
- Prints and document distribution to users under procedures, distribution lists, and document requests.
- Daily receives all incoming mail, interdepartmental mail, notices, and memoranda; sorts according to appropriate destination; distributes to all personnel.
- Daily sorts and weighs all outgoing mail; affixes postage using postage meter; may transport to mail receptacle outside the building.
- Replenish postage meter as needed.
- Receives documents to be photocopied from all firm personnel; photocopies and returns to department or sorts and distributes as instructed.
- Maintains cost control on reporting devices and other clerical records for the department.
- Operates various types of equipment, including maintenance and supply inventory. Maintains and stocks office and kitchen supplies for the office.
- The employee’s work setting will normally be the mailroom and copy room, although the employee will be out in the firm several times each day to distribute mail and must be familiar with the firm layout.
- Assist with internal office moves, including moving furniture, delivery of boxes to attorney vehicles. Assist with IT (TSG) Department with set up and testing of conference rooms and workstations.
- Conference room furniture set up for events.
- Performs additional duties as instructed and assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of proper machine operation on many related machines.
- Knowledge of office layout and department locations.
- Knowledge of postage rates and regulations.
- Knowledge of general office practices, procedures and business English
- Active listening, reading, service orientation, coordination, and social perceptiveness.
- Ability to accurately sort and distribute large amounts of mail.
- Ability to organize tasks and time to ensure timely completion of all projects. Ability to organize time efficiently among many duties.
- Ability to deal effectively with clients, attorneys and co-workers.
- Ability to work overtime, as needed.
QUALIFICATIONS
- Good knowledge of business English spelling and grammar. Friendly, cooperative manner, and good team spirit.
- Flexibility to undertake many assignments.
- POSITION TYPE/EXPECTED HOURS OF WORK
- This is a full-time position. Usual work hours are Monday to Friday,
- Overtime work may be required occasionally.
- Physical attendance and punctuality at the place of work.
- The above statements should describe the general nature and level of work being assigned to this job.
- Management has the exclusive right to alter this job description at any time without notice.
- KINDLY SEND YOUR RESUME IN WORD FORMAT TO SHERRYZ@TOPLAWJOBS.COM
- GREAT BENEFITS AND PAY IS $45K TO $55K.