Receptionist / General Office Clerk Job in Seattle 98101, Washington Us

General Summary: Performs clerical and administrative tasks specific to position.  Has primary responsibility for all reception and general office administrative duties.  Assist other personnel with client work, business development and recruiting.  Attention to detail, organization and a pro-active attitude are required. Must be able to follow instruction, complete assignments in a timely manner and be able to work cohesively within a team environment. This position requires the ability to work overtime, which often cannot be predicted in advance.

 

Responsibilities and Duties:

1.       Reception.

1.1.  Answer incoming calls and route appropriately.  Take messages and distribute in a timely manner.

1.2.  Greet visitors and vendors.

1.3.  Ensure neatness of lobby area and conference rooms.

1.4.  Monitor reception area so that non-employees are not permitted into office without being identified.

1.5.  Receive and schedule couriers and other deliveries as requested.

1.6.  Serve as Seattle office contact for various vendors placing service calls for building and equipment as required.

1.7.  Notify supervisor, building security, and/or police of emergency or security problems as required.

 

2.       At direction of IP Assistants and/or Supervisor, assist with client work.

2.1.  Perform general clerical duties including typing, filing, photocopying and proofreading.

2.2.  Type form letters, timesheets, labels, envelopes, postcards and other correspondence as requested.

2.3.  Prepare and update status reports, binders and charts.

2.4.  Copy and mail and/or fax documents as requested.

2.5.  Transcribe dictation tapes.

2.6.  Assist with time entry.

 

3.       Business Development and Recruiting.

3.1.  Assist with the distribution of marketing and recruiting materials.

3.2.  Assist with coordination of marketing and recruiting events.

3.2.1     Assist with invitation mailing.

3.2.2     Take RSVPs and prepare confirmation packets and nametags.

3.2.3     Assist with preparation of materials for all events.

3.2.4     Shop for specialty supplies needed for the events as directed.

3.2.6     When requested arrange for transportation.

3.2.7     Assist Recruiter as directed with initial testing of staff applicants.

3.3.  Maintain marketing files and firm materials.

3.3.1.        Maintain adequate supply of marketing materials including, firm resumes, attorney biographies, and handout materials.

3.3.2.      Assist with coordination and mailing of firm announcements, holiday cards and all other promotional materials.

 

4.      Administrative duties.

4.1.  Open, date stamp and distribute mail.

4.2.  Maintain master calendar.

4.3.  Track and forward bi-monthly costs (postage, faxes, PTO and petty cash checks).

4.4.  File letter book copies.

4.5.  Responsible for maintaining adequate stock of supplies for kitchen and conference areas

4.6.  Ensure kitchen areas, hallways, conference rooms and appliances are clean and in proper condition for use

4.7.  Set-up of kitchen and conference areas for meetings and social events

4.8.  File management including transfer-in of files.

 

5.       Assist Orange County Information Resource Specialist (Library).

5.1.  Shelve all incoming Seattle new and returned books and materials.

5.2.  Locate missing books and reference materials.

5.3.  Call research and/or administrative librarian for assistance as required.  Retrieve books, journals, etc., from various area college libraries as needed.

 

6.       Additional duties as assigned by Partners and Office Administrator.

 

Required Knowledge, Skills Abilities:

1.       Knowledge of Outlook and Word required.  Excel experience desired.

2.       Knowledge of correct grammar and punctuation.

3.       Ability to pay attention to detail, follow procedures and work effectively with others.

4.       Ability to communicate effectively in both oral and written form.

5.       Ability to use office equipment including computer, scanners, copiers, fax machines and phone.

6.       Must meet minimum testing requirements.

7.       Must be able to lift and carry up to 35 pounds.

 

Education and Experience:

This is an intermediate level position requiring previous administrative/clerical experience.

To Apply: Please submit our online Application for Employment (click here) in order to be considered (incomplete applications and resumes cannot be considered). Thank you!