Office Assistant

Husch Blackwell - Washington, DC

Full-time
Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations. We have an immediate opening in our Washington DC office for an Office Assistant.

The Office Assistant performs essential administrative job functions including assisting Office Administrator, managing daily office needs, providing relief support to receptionist, and working with local office vendors. Essential job functions include:

Serve as back-up support to the Receptionist:
Greets visitors; recognizes frequent client visitors.
Direct internal and external calls; utilize paging system.
Log in all deliveries received at front desk and contact appropriate person for pick-up.
Schedule conference rooms efficiently and accurately utilizing scheduling software.
Resolves scheduling conflicts utilizing all available resources.
Set up beverage services for meetings, including food service if requested.
Coordinates flow of events with vendors, clients, staff and attorneys.
Communicates hospitality set-up and audio-visual needs to responsible staff.
Ensures supervisor is apprised of non-routine events or significant scheduling conflicts.
Exhibit strong customer service skills; conduct business in a professional and confidential manner.
Understand emergency procedures; respond appropriately if emergencies arise.
Copes successfully with demands, remaining calm under pressure; notifies supervisor of difficult situations.

Monitor, maintain and stock public areas:
Monitor public areas on a daily and consistent basis to maintain a clean and orderly state.
Maintain kitchenette/break room and complete weekly inventory of supplies (paper products, glassware, dinnerware, utensils etc.); weekly disposal and cleaning of refrigerators.
Calls for service and repairs on office equipment (i.e. Ricoh, icemaker etc.)
Maintain organization and upkeep of supply/copy room.
Maintain Visiting Attorney Offices
Maintain supplies and keep stock of frequently requested items on hand at all times.
Maintain adequate levels of office supplies, most recent phone rosters etc in conference rooms, phone rooms, business centers and visitor offices.
Stock copiers with paper.
Manage internal and external mail (U.S. Mail, Federal Express, UPS, etc.), including:
Accurate sorting and distribution of incoming U.S. Mail, inter-office and intra-office mail, FedEx, and UPS packages.
Prepare FedEx packages for daily shipment.
Hand deliver any certified, registered, or express mail packages to the post office as required.
Provide administrative support for office such as copying, faxing and word processing.
Responsible for logging and distributing incoming faxes to the appropriate person.
Assist with clerical projects such as large mailings and file organization.
Perform other facilities jobs and duties as may be required from time to time.

Provide office services support to the office:
Maintains Visiting Attorney offices and WDC Visitors books.
Logs postage charges in NetDocs and forwards electronic copies.
Serves as point person for receipt of Library materials and resource updates.
Provides support during office moves, including; cleaning, packing assistance and other services as needed.
Takes an active role in office safety procedures, including, updating documentation, serving as a safety warden, managing office emergency supplies and planning yearly emergency procedures review meeting.
Assists Office Administrator with tracking and reporting petty cash expenses.
Oversees all printer needs for office, including; daily printer checks, Ricoh communication, toner tracking, toner ordering, delivery of new printers and resolving printer errors
Act as a back-up to the Receptionist with the following duties:
Recognizes and tracks attorneys and staff utilizing attendance system.
Provides assistance and troubleshooting for phone system.
Copying and sending out morning newspaper articles.
Collates and distributes monthly proformas.
Works with variety of caterers to meet culinary needs; seeks quality product, healthy options, and reasonable pricing.
Generates Wine of the Month description and payroll deduction forms.
Acts as a back-up to the Information Governance/On-Site Support:
Distributes and manages IT devices.
Troubleshoots phones, laptops and other technology devices.
Assists with iPhone setups and transfers.
Tracks and deploys IT assets.
Provides IT logistical support and troubleshooting for meetings.
Relocates IT assets during office moves.
Maintains IT storage areas.
Coordinates shipping of IT supplies.

PHYSICAL REQUIREMENTS

The physical activity of this position:
Stooping. Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
Kneeling. Bending legs at knee to come to a rest on knee or knees.
Crouching. Bending the body downward and forward by bending leg and spine.
Reaching. Extending hand(s) and arm(s) in any direction.
Standing. Particularly for sustained periods of time.
Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
Pushing. Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
Pulling. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.
Lifting. Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
Grasping. Applying pressure to an object with the fingers and palm.
Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
Repetitive Motion. Substantial movements (motions) of the wrists, hands, and/or fingers.

The physical requirements of this position:
Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.
The visual acuity requirements including color, depth perception, and field vision:
The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.
The conditions the worker will be subject to in this position:
The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

CORE REQUIREMENTS

Ability to deliver superior service to all internal and external customers and communicate effectively.
Ability to interact in a professional and courteous manner with clients and employees at all times; professional appearance required.
Ability to successfully perform position requirements with excellent organizational, time-management and prioritization skills required.
Ability to work collaboratively within a team; ability and willingness to adapt to changing business demands.
Ability to produce acceptable amount of work efficiently and accurately; ability to produce quality final work product.
High level of professional integrity required; ability to maintain confidentiality and build trust.

POSITION REQUIREMENTS

High School Diploma or GED required; Associate’s degree preferred.
3-5 years relevant experience required, preferably in a professional services environment.
Valid driver’s license and reliable transportation required (Springfield and Omaha offices only).