Current List of Available Positions ( as of Jan 7, 2022)
JOB TITLE: – Assistant Office Administrator/Bookkeeper
Bachelor’s degree preferred.
EXPERIENCE AND SKILLS:
-At least five years employment in an office administrative position, preferably a law firm.
-Knowledge of basic bookkeeping and accounting. Familiarity with Zola Suite a plus.
-Knowledge of basic HR functions and benefits.
-Must be proficient in MS Office Suite (Word, Excel, Outlook).
-Deep understanding of technology and willingness to troubleshoot issues.
-Strong organizational and time management skills.
-Excellent oral and written communication skills.
-Strong professional communication skills with clients and with the Firm’s professional contacts
-Team-oriented, strong interpersonal skills and ability to develop strong working relationships
with attorneys and staff.
-Ability to provide supervision to after-school high school messengers.
-Perform other duties as assigned with a positive attitude.
Salaried position, compensation depends on experience.
Report directly to the Office Manager and the Firm’s Executive Committee. Develop and maintain strong working relationship with partners, attorneys, office staff and clients. Responsibilities include, but are not limited to:
Provide bookkeeping support, including:
-Open/close client files
-Process time entries as back-up to secretarial staff
-Prepare and distribute draft invoices and work with attorneys and staff to prepare and send out client bills on a monthly basis
-Process check requests
-Work on expense recovery
-Handle special billing projects
-Answer billing questions from clients
-Monitor front office for clients and deliveries and assist in welcoming clients to the firm
-Handle other accounting tasks such as sending wires and printing checks as needed to assist the Office Manager
Provide general office support, including:
-Front line HR support with employees and benefits providers
-Coordinate recruitment for open positions
-Onboard new personnel and train on all office systems and procedures
-Supervise and direct work for afternoon messengers
-Assist with and coordinate performance evaluations of staff
-Interface with firm consultants and contractors, such as marketing and IT, and implement tasks as needed; report and follow up with property management as required regarding building issues
-Help identify and troubleshoot technology problems; ensure firm personnel technology needs are met
-Coordinate staff schedules to ensure adequate office coverage for hybrid office staff
-Track staff vacation and personal time
-Reallocate administrative work assignments to handle overflow requirements
-Register attorneys for networking and continuing legal education; maintain and renew subscriptions and memberships
-ensure mail is delivered and distributed daily
-Ensure timely and thorough communication of Firm information and policies with staff
-Track and order appropriate levels of office supplies and monitor functioning of firm’s equipment such as copiers, printers, postage meter
-Monitor main voicemail box and direct messages to attorneys
-Process expense reports
-Coordinate implementation and training of new technology and software systems
-Be able to lift 10 lbs. or greater
-Be able to sit 90% of the workday at times
-Be able to bend at the waist and be mobile when needed
-Be able to communicate in a common language with (or to) individuals or groups verbally and/ or in writing (e.g. applicants, managers, employees)
-Be able to operate a computer, phone and/or equivalent devices
-Be able to complete a minimum of 37.5 hour flexible workweek
Please note that the duties and responsibilities described above may be expanded or decreased at any time in accord with the Firm’s needs at the discretion of the Office Manager and the Firm’s Executive Committee.
Seder & Chandler, LLP., is an equal opportunit employer.