Senior Administrative Assistant
San Mateo, California
We are a small, well-established trusts & estates law firm in San Mateo, California and we are expanding our administrative support team due to increased business. We seek an individual with a multi-faceted skill set and passion for problem-solving to serve as our Senior Administrative Assistant. (This is a full-time, non-exempt position.) We will offer the successful candidate a highly competitive salary, a comprehensive plan of benefits, and a very cordial work environment. The medical benefits we will provide to the successful candidate include major medical insurance, vision & dental reimbursement benefits, and disability income insurance. Other benefits that we will provide include retirement plan benefits, paid holidays, vacation, sick leave, and personal time off hours (including an extra holiday for one’s birthday), paid and covered parking, and a flexible work schedule. Additional benefits—specifically tailored to the successful candidate’s unique circumstances—may also be offered to the successful candidate.
Position Summary
The Sr. Administrative Assistant will serve a very important role as a member of our administrative team because his or her primary responsibility will be to provide crucial administrative support to our professional staff. Specific experience working in a legal environment is not required; however, a sustained history of successfully completing important administrative tasks and projects is required, as is an independent, professional, and friendly personality.
Our clients are often clients for years and the Firm’s future growth depends on our continued ability to provide these clients with comprehensive, legally-sound, and affordable estate planning, estate administration, and trust administration services. The work we do for our clients requires an exquisite attention to the administrative details of the tasks that must be completed on behalf of our clients.
Therefore, the primary criteria by which your success in this vital position will be measured are:
(1) Your ability to complete the technical and administrative tasks of the position effectively and in a timely manner; and
(2) Your ability to interact, in a sincere, caring, and yet very efficient manner with our clients, fellow staff members, our vendors, consultants, colleagues, and members of the general public.
You will report to the Firm’s Supervising Attorney; however, you must work closely and productively with our entire staff to be successful in this position.
Performance Objectives: The “Specifics”
A. ADMINISTRATIVE & TECHNICAL TASKS OF THE POSITION. In this position, you will make intense and vigorous use Microsoft’s Office 2007 Suite of Programs, including WORD 2007, EXCEL 2007, OUTLOOK 2007, POWERPOINT 2007, and PUBLISHER 2007. The required tasks of this position demand a substantial and advanced level of proficiency with all of these software programs. Thus, within three (3) months from your hire date, you will have mastered all of the following tasks, which you will complete on a regular basis:
1. As the first primary contact for our clients, colleagues, and the general public, you will use OUTLOOK 2007 to complete the following tasks:
a. Maintain, update, categorize, and continue to refine the Firm’s CALENDAR of meetings and deadlines.
b. Maintain, update, and categorize the Firm’s numerous CONTACTS, including our clients, colleagues, and other important third parties.
c. Receive, review, disseminate and, when appropriate, respond to the EMAIL MESSAGES that we receive from clients, colleagues, and other third parties.
d. Maintain, update, and refine the Firm’s list of administrative TASKS.
e. IMPORT AND EXPORT information contained in OUTLOOK (e.g., CONTACTS) to other programs for mail merge or database management purposes.
2. Using WORD 2007, you will create, maintain, and update all of the Firm’s STYLES and TEMPLATES that the staff uses to create the documents that are routinely sent to or on behalf of our clients, including the following documents:
a. CLIENT ENGAGEMENT AGREEMENTS AND DISENGAGEMENT LETTERS, which are provided to our clients upon the commencement and the completion of cases.
b. TRANSMITTAL LETTERS, which are sent to our clients or to third parties on behalf of our clients, with which letters originals (and copies) of client documents are included.
c. LETTERS OF DIRECTION to financial institutions and government agencies on behalf of our clients, and monitoring the processing of such letters by such institutions and agencies.
d. GENERAL CORRESPONDENCE LETTERS, which are sent to our colleagues, clients, their financial institutions, and federal & state taxing authorities.
e. STAFF MEETING AGENDA, which are prepared in outline form in advance of our weekly staff meetings.
3. Using EXCEL 2007, you will create, maintain, and update the spreadsheets that are necessary to address and complete the following projects:
a. CLIENT CASES & WEEKLY STAFF MEETINGS. You will maintain, update, and refine the spreadsheet containing relevant information about each of our cases, which information is used in case management and in our weekly staff meetings
b. OVERVIEW AND COORDINATION OF SUBSCRIPTIONS TO OUR COMPUTER SOFTWARE PROGRAMS. You will create, maintain, and update a comprehensive spreadsheet that clearly identifies each computer software program that we own or license, tracks the updates/releases to each such program, and indicates the subscription renewal dates of each such program.
c. COORDINATION OF COMPUTER HARDWARE & OFFICE EQUIPMENT WARRANTIES & REPLACEMENT. You will create, maintain, and update a spreadsheet that clearly identifies all of our computer hardware and office equipment, which spreadsheet will include the acquisition date, warranty information, warranty expiration dates, and projected dates of replacement of each item of hardware or equipment.
d. COORDINATION OF SUBSCRIPTIONS TO ALL LEGAL JOURNALS, GUIDES, HANDBOOKS, AND TREATISES. You will create, maintain, and update a spreadsheet that clearly identifies all of our subscriptions to professional treatises, journals, handbooks, and guides, and includes subscription renewal dates and costs.
e. COORDINATION OF MEMBERSHIPS TO PROFESSIONAL ORGANIZATIONS. You will create, maintain, and update a spreadsheet that clearly identifies the professional organizations to which the attorneys and paralegals of the Firm belong, and includes the renewal dates and membership dues to each organization.
f. COORDINATION OF MAGAZINE SUBSCRIPTION IN OFFICE LOBBY. You will create, maintain, and update a spreadsheet that clearly identifies all of the magazines and journals that we display in our lobby, including the renewal dates and subscription fees for each publication.
4. Using PUBLISHER 2007, you will design and prepare the following of the firm’s publications:
a. The firm’s quarterly newsletter, using text provided by the Supervising Attorney and Sr. Trusts & Estates Paralegal; and
b. Various instructional pamphlets and introductory materials that are routinely provided to potential clients, colleagues, and members of the general public.
5. Using POWERPOINT 2007, you will prepare or revise PowerPoint presentations that are given by the Supervising Attorney to potential clients and other targeted audiences.
6. Using various forms we have created in MICROSOFT ACCESS 2007, you will enter information about our new, current, and former clients into our firm’s databases (via the Forms interface), including personal, financial, and estate planning information that is unique to each client.
7. Using PRACTICE CS (published by Thomson Reuters/Tax & Accounting) our time, billing, and practice management software program, you will complete the following tasks:
a. At the end of each month, prepare and print critical firm management reports, which reports provide production, billing, project management, and client management information for review by the Supervising Attorney and our Bookkeeper.
b. Enter payments by clients into the Receipts and Adjustments screen to track payments for the services the Firm has performed for its clients.
c. Generate various reports that are needed by our Bookkeeper.
d. After consultation with our bookkeeper, close the current time & billing period.
e. Maintain and update various data tables that are stored within the PRACTICE CS software program.
8. Using ADOBE ACROBAT 9 PRO EXTENDED, you will scan into our system and create searchable, fully optimized PDF files of client documents for the staff’s online review.
9. FLUENCY WITH OUR DUVOICE 2000 TELEPHONE MESSAGING SYSTEM. You will master the knowledge needed to maintain and troubleshoot our electronic telephone messaging system, the DUVOICE 2000.
10. FLUENCY WITH OUR COMPUTER PRINTERS, PHOTOCOPIER, SCANNERS, & FAX MACHINE. You will master the information and knowledge that is needed to properly maintain and troubleshoot all of our computer printers, our (Sharp) photocopier, our Canon and Fujitsu scanners, and our HP fax machine and will work closely with the vendors and maintenance personnel for each of these machines.
11. FLUENCY WITH REMOTE DEPOSIT CAPTURE OF CLIENT CHECKS. Using an electronic “remote capture” check deposit software program, you will process the deposits of client checks remotely, from your workstation, into our bank accounts on a daily basis and create and print reports regarding the same.
12. GENERAL ADMINISTRATIVE TASKS AND DUTIES. In addition to the specific tasks outlined above, you will be responsible for completing a number of simple yet important tasks so that the office and its staff can function smoothly. These tasks are not particularly exciting; nonetheless, they are crucial to the proper operation of the firm and, when completed, will greatly endear you to the rest of the staff. From the date of hire, you are able to complete the following tasks:
a. DAILY Tasks:
i. Communicate directly with our clients to ensure that they are reminded of upcoming appointments or have received their estate planning and/or trust administration documents;
ii. Prepare our conference room for the day’s appointments, including the delivery of the clients’ files to the conference room and setting up our projector and laptop computer as necessary;
iii. Replenish the paper trays of all photocopiers, printers, and fax machines; and
iv. Sort all of our mail and package deliveries, and ensure that each item of mail is delivered to the appropriate staff member.
b. WEEKLY or MONTHLY Tasks:
i. Maintain adequate inventories of our office supplies, including computer printer and copier supplies; when supplies are needed, oversee the procurement of such supplies via online orders with Office Depot and similar vendors;
ii. Process the mailing of newsletters, brochures, and special occasion cards to our clients and colleagues;
iii. File all paid vendor statements and invoices in the applicable files; and
iv. Maintain the supply of our estate planning brochures and general interest magazines in our office’s lobby.
c. Tasks Completed On An AS-NEEDED BASIS:
i. Process the originals of our clients’ Estate Planning Documents, as follows:
(a) Photocopy original estate planning documents signed by clients, creating full sets of copies for the Firm, the client, and the client’s fiduciaries and/or medical providers;
(b) Prepare a binder of copies for the client, using the “Velo Binding” process;
(c) Update the client’s file to include fully indexed copies of the client’s documents, including Tables of Contents;
ii. File court petitions and supporting documents with the local court using OneLegal online court filing service;
iii. Maintain our legal library of treatises, manuals, and action guides; insert “hard copy” updates to the various treatises of our legal library;
iv. Schedule appearances by our attorneys via CourtCall; and
v. Maintain and update the online register of the continuing legal education credits obtained by our attorneys and paralegals.
B. ADMINISTRATIVE RELATIONS TASKS: Within three months of your hire date, you will have mastered all of the tasks described below and developed techniques and practices that will enhance the current positive impressions that our Firm enjoys with its clients, staff, colleagues, vendors, and members of the general public.
1. RELATIONS WITH CLIENTS.
a. OBTAINING INFORMATION FROM PROSPECTIVE CLIENTS VIA THE “NEW CLIENT” INTAKE PROCEDURE. From the potential clients who are interested in our services—especially those who have been referred from our respected colleagues—you will obtain pertinent personal and case-related information and present the same in an organized fashion to our professional staff so that we can make an informed decision whether to take the case or refer the individual to another the firm or organization.
b. OBTAINING CASE-RELATED INFORMATION & DOCUMENTS FROM EXISTING CLIENTS. From our existing clients, you will obtain needed information and documentation that is necessary to complete the matters for which the Firm has been retained.
c. MAINTAINING CONTACT INFORMATION FROM EXISTING CLIENTS. Using OUTLOOK 2007 and ACCESS 2007, you will develop and maintain a current list of our clients, containing complete contact and other personal information.
d. PERFORMING MARKETING & PUBLIC RELATIONS TASKS. As part of our ongoing effort to market our services and maintain healthy relationships with our clients, you will oversee the distribution of greeting cards for all occasions (e.g., birthday wishes, congratulations, sympathy, holiday wishes, etc.).
2. RELATIONS WITH SUPERVISORS AND FELLOW STAFF. On an ongoing basis, you will provide the administrative support services to our professional staff to help them complete their respective tasks and projects.
3. RELATIONS WITH OUR COLLEAGUES, VENDORS, CONSULTANTS, AND SALES REPRESENTATIVES.
a. Using OUTLOOK 2007 and ACCESS 2007, you will develop and maintain a current list—with complete contact information—of our colleagues, sales representatives, consultants, and/or vendors with whom the Firm has accounts or subscriptions or from whom the Firm receives services.
b. Track all updates to the legal and administrative software programs used by the Firm with the assistance of our computer and telephone consultants.
c. Schedule and coordinate appointments for repairs and/or updates to, or replacements of items of office equipment and/or furniture & furnishings including computer servers and workstations, monitors, photocopying machines, scanners, fax machines, office furniture, and locks to the office’s internal and external doors.
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NOTE: This is the Performance Profile for a Senior (level) Administrative Assistant. If you have a post graduate degree (e.g., an MBA, or a JD), or if you are a certified paralegal, please know that we may not call you for an interview, despite your obvious qualifications. We are seeking an individual whose goal is to obtain a permanent position as an administrative assistant.
This position is open and available immediately.
We respectfully request that each interested applicant send us the following information:
(1) A COVER LETTER in which you specifically outline how your abilities and experience match those of this position;
(2) Your CURRENT RÉSUMÉ; and
(3) Your SALARY REQUIREMENTS.
We will respond to all qualified applicants as soon as possible. Please attach the above described documents (as either PDF files OR Microsoft Word documents) to an email message sent to the reply email with craigslist. Thank you for your interest in the position.
- Compensation: DEPENDING ON THE QUALIFICATIONS OF THE SUCCESSFUL CANDIDATE, we will offer him or her UP TO $62,500 per year plus benefits.
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