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Administrative Assistant/Receptionist/Office Coordinator

Augusta, ME
Job Summary
Fulfills a variety of responsibilities to provide administrative support to lawyers, keep the office running smoothly, including office coordination, receptionist duties, and light accounting functions. Maintains positive contact with clients and co-workers; observes confidentiality in all client and firm-related matters.
 
Receptionist and Office Assistant responsibilities:
  • Answer phones in a timely manner and dispatch appropriately.  Greet and direct visitors, schedule conference rooms. 
  • Ensure that the office maintains a professional appearance at all times, including the break room, and conference rooms.  Responsible for keeping all areas and supplies well stocked.
  • Purchase office supplies and maintain inventory.
  • Communicate with building management for any office needs (heat, bathroom supplies, etc.)
  • Assist in file maintenance (typing labels, tabs, Bates Stamping, organizing files). 
  • Work directly with visiting attorneys to ensure that the attorneys have workspaces; organize conference rooms and luncheon requests for visiting attorneys.
  • Pick up, sort and distribute mail daily.  Ensure mail is dropped off daily.  Ensure adequate postage in the meter. Prepare FedEx shipments as requested.
  • Help coordinate office gatherings, holiday parties, social gatherings, etc.
  • Troubleshoot problems with copiers, faxes and computers.  Call for repairs or notify help desk when necessary.
  • Provide all day coverage for Government Relations Assistant during scheduled vacations and, if available, sick days. 
  • Communicate with Director of Office Facilities for office space, furniture and supply needs.
  • Communicate with RICOH for office equipment needs.
    Legal Assistant responsibilities:
  • Prepare client intake documents and submit via electronic system.
  • Request and review conflict checks.
  • Prepare and/or review client contract renewals and billing details.
  • Prepare invoices on a monthly basis; distribute to attorneys for review; make edits as needed for final distribution.
  • Provide calendar, scheduling, task/email management and support; arrange and coordinate meetings and meeting supplies.
  • Oversee filing of Maine lobbyist registrations and monthly and annual reports.
  • Assist attorneys in transitioning to paperless system, including scanning and electronic filing.
  • Provide backup to Government Relations Assistant to update legislative and regulatory databases and produce legislative and regulatory reports for clients.
  • Provide project management support.
  • Provide organizational, writing/editing support for attorney agendas, meeting minutes, publications, correspondence, testimony, legislative documents and other documents.
  • Provide social media support.
  • Provide support on client financial management matters.
  • Assist in preparing documents for meetings and hearings.
  • Assist in preparing PowerPoints, Prezi and other presentations.
  • Prepare attorney reimbursement forms.
  • Submit invoices for payment and check requests via electronic system.
  • Provide transcription via phone or in person.
  • Perform hand deliveries for Augusta and Portland attorneys as needed.
  • Deliver documents to the State House or Augusta court house as needed.
  • Manage renewals for attorney Board of Overseers and Maine State Bar Association memberships.
  • Oversee CLE tracking, registrations and reporting.
  • Otherwise assist full time Government Relations Assistant as needed.
    Knowledge, Skills and Abilities Required
  • Excellent client service orientation
  • Ability to multi-task and excellent follow-up
  • Strong attention to detail and organizational skills
  • Solid interpersonal/communication skills
  • Strong writing/editing skills
  • Technical proficiency with Microsoft Office Suite (Outlook, Word, Excel)
  • Adept with office equipment
  • Flexibility to work extended hours as needed – especially on Fridays
  • Adept at social media is a plus
  • Adept with Quikbooks is a plus
  • Adept with Access is a plus
  • Minimum five years relevant work experience
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