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On-Call Office Assistant

Buffalo, NY, USA Req #100
Friday, July 12, 2019
Founded in 1856, Harris Beach and its subsidiaries provide a full range of legal and professional services for clients across New York state, as well as nationally and internationally. Harris Beach is among the country’s top law firms as ranked by The National Law Journal. Clients include Fortune 100 corporations, privately-held companies, emerging businesses, public sector entities, not-for-profit organizations and individuals. Principal industries Harris Beach represents include education, energy, financial, food and beverage, health care, insurance, manufacturing, medical and life sciences, real estate developers, and state and local governments and authorities. The firm’s more than 200 lawyers practice among offices throughout New York state in Albany, Buffalo, Ithaca, Melville, New York City, Rochester, Saratoga Springs, Syracuse, Uniondale and White Plains, as well as in New Haven, Connecticut and Newark, New Jersey.

Job Description: The individual will perform general reception duties, switchboard duties, and general document and administrative support.

Responsibilities:

  • Greet all visitors courteously, determine their needs and promptly contact the person they are here to see

  • Follow all security protocols for reception area

  • Answer and direct all incoming calls to appropriate party

  • Track member and staff coming and going

  • Assist with conference room requests, including video and food needs

  • Coordinate Larkin taxi ticket request,

  • Forward all fax emails to appropriate party

  • Accepted and disperse hand delivery, FedEx and UPS

  • Validate client parking per attorney request

  • Disperse day use key fob and/or parking pass

  • Maintain cleanliness and order in the reception area

  • Email the office of visitors from other offices

  • Refill candy bowl at reception desk

  • Paging as necessary to reach point of contact for callers

  • Turn on switchboard (8:30 am) and turn off switchboard (5:15 pm)

  • Assist staff with high speed scanner and desktop scanner

  • Assists with various projects as needs arise

  • Assists with other duties as needed

  • Assist with conference room duties when able to

  • Understands and complies with all applicable Firm policies, procedures, values and philosophies

Qualifications:

  • Customer service and/or administrative support experience is a plus

  • High school diploma or equivalent

  • Maintains high standards of customer service for internal and external clients

  • Exhibits professional appearance and presentation at all times

  • Demonstrates reliability and follow-through, including prompt and timely arrival to work

  • Experience with Microsoft Office is a plus

  • Demonstrates good organizational skills for prioritizing workload

  • Demonstrates ability to acquire understanding quickly and absorb new information rapidly

  • Must have flexibility to adjust to changes in daily schedule

  • Exhibits conscientiousness, dedication, self-discipline, and a sense of responsibility

  • Must have a professional, cooperative, positive and flexible attitude

  • Exhibits strong oral and written communications skills

  • Thorough command of the English language

  • Ability to compose professional correspondence

  • Excellent client service and listening skills

  • Strong analytical skills and the ability to multi-task

  • Ability to work with diverse personalities within various levels of the organization

  • Exercises sound independent judgment under minimal direct supervision

  • Ability to manage time efficiently and work independently as well as coordinate with a team

  • Military experience a plus

The firm’s policy prohibiting unlawful discrimination applies to all aspects of employment, including hiring, placement, assignment of duties, training, promotion, compensation & benefits and termination. It is the policy of Harris Beach PLLC that all applicants and employees enjoy a positive, respectful and productive work environment, free from behavior, actions or language constituting unlawful harassment. Accordingly, harassment or discrimination of any kind based on an individual’s race or color, sex, age, religion, national origin, marital status, disability, military status, genetic predisposition, carrier status, sexual orientation, citizenship status, creed, domestic violence victim status or any other legally protected status is strictly prohibited. Harris Beach complies with the provisions of the Human Rights Law, all other State and Federal statutory and constitutional non-discrimination provisions including non-discrimination on the basis of prior criminal conviction and prior arrest.

Other details

  • Pay Type Hourly
  • Buffalo, NY, USA