Position Reports to: Director of Business Operations. Also takes direction and delegation on project-related tasks from other managers and lawyers in the firm.
Positions Supervised: None
Department: Back Office
Status: Non-exempt
Schedule: 8:30 am – 5:00 pm, Monday – Friday (in person)
Position Purpose
The Operations Assistant position fulfills many of our essential on-site needs. The primary purpose of this position is to provide onsite administrative and clerical support to Accounting, Attorneys, Legal Assistants, and Operations. This position reports to the Director of Business Operations, and is part of the Back-Office team.
A. Essential Functions and Basic Duties
· Process conflict checks
· Open new cases in accounting program and new workspaces in document management system
· Close cases and workspaces upon request
· Process regular requests to add/change/delete cases and workspaces
· Document management system maintenance and administration
· Check printing (when necessary)
· Send weekly case list report emails
· Process regular requests to add/change client contact information in accounting program
· Service requests (including questions or tasks from Legal Assistants and Attorneys that need to be addressed while physically in the office)
Examples: printing projects, file indexing, document binder creation (including estate planning binders), large scanning projects, large mailing projects (including default notice mailings), preparing digital and printed binders; courthouse runs
· Other projects as assigned
· Back up for other back-office positions as needed
· Assist with training of new staff in standard operating procedures
B. Qualifications
· Must be extremely detail oriented and produce accurate work
· Must be organized and have great follow through skills
· Excellent verbal and communication skills (particularly written)
· Must be comfortable approaching individuals at all levels within the firm by telephone, email correspondence, and in person with confidence and clarity
· The ability to solve problems in a methodical, practical way
· Ability to thrive in a team environment and look for opportunities to help teammates
· Must be able to keep a positive attitude in a fast-paced work environment
· Must be solution driven and customer-service oriented
· Strong people skills are imperative
· Autonomous self-starter with ability to work independently as well as in a team
· Proficiency with standard office computing applications (MS Office) including Outlook, Word, and Excel
· Must be able to regularly lift 40 lbs. and be able to be on your feet throughout the day
· Some office administrative experience preferred
· College degree preferred
C. Physical Activities and Requirements of this Position
Physical Strength:
· Ability to independently lift and carry office supplies that may include boxes of paper (up to 40 pounds) in a variety of environments. Ability to stand and work for longer periods of time, i.e., completing large copy jobs, scan jobs, etc. Ability to sit and work for longer periods of time, i.e., document production tasks, etc.
Manual Dexterity:
· Ability to use fingers, wrists, and hands to perform repetitive motions over extended periods of time.
Visual Ability:
· Average, ordinary visual acuity necessary to prepare or inspect documents and operate equipment.
D. Mental Activities and Requirements of this Position
Reasoning Skills:
· Ability to apply common sense understanding and carry out detailed instructions;
· Ability to organize and prioritize projects and tasks; and
· Ability to successfully manage and ultimately solve a variety of problems.
Communication Skills:
· Capacity to consistently demonstrate the ability to maintain good professional relationships with co-workers and clients while executing job duties and problem solving with others;
· Ability to verbally express ideas and information using good vocabulary and with diplomacy and tact; and
· Ability to communicate in writing using grammatically correct syntax as well as correct spelling and punctuation.
E. Working Conditions
No hazardous conditions (such as in a typical office).
F. Related Information
In no instance should the duties, responsibilities and requirements delineated in this document be interpreted as all-inclusive.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodation will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer.
G. Performance Evaluation Schedule for This Position
Formal performance evaluations are normally conducted after the first 90 days of employment and annually on the anniversary of date of hire or promotion.
Employees’ performance is evaluated in the following categories: job knowledge; reliability and dependability; written work product; accuracy and quality of work; adaptability and flexibility; productivity and organizational skills; professionalism and working relationships; judgement and initiative; commitment and client support.; and overall rating.
Other communications regarding job performance and expectations may take place from time to time and can be initiated by either Montgomery Purdue management or employees.
Benefits:
401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Health savings account
Paid time off
Parental leave
Retirement plan
Vision insurance
Work Location: In person