Job description

SUMMARY: Under the direct supervision of the Grand Rapids Office Administrator, and according to established policies and procedures, the Guest Services Assistant is responsible for a variety of office services and filing. Maintains positive contact with clients, attorneys, and staff and observes confidentiality of client and firm matters.

Please apply directly on our Careers page: https://careers.btlaw.com/viRecruitSelfApply/ReDefault.aspx?FilterREID=10&FilterJobCategoryID=16&FilterJobID=938

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Performs copy projects of large cases and other legal documents. Distributes to requesting recipients.

2. Assists the Office Administrator with placing orders of kitchen supplies, stationery and general office supplies. Maintains positive relationships with supply vendors.

3. Provides receptionist support if receptionist is on vacation or leave.

4. Manages kitchen and office supply inventories; stocks supply rooms and refrigerators.

5. Stocks photocopy machines with supplies; maintains relationship with office machine supply vendors, orders necessary supplies and calls in service when necessary.

6. Opens and distributes all interoffice and external mail and works with local US Postal Service, UPS and FedEx to track mail and packages.

7. Assists with set up and break down of conference rooms for meetings. This includes setting up office supplies and food items, when necessary.

8. Organization and maintenance of Department’s records and information in paper and electronic format to ensure accurate retention, effective retrieval and easy access to the information.

9. Assists attorneys and staff in locating and retrieving open or closed documents in the Firm’s electronic document retention system and/or hard copy.

10. Filing, vaulting and processing of executed documents according to Department procedures.

11. Other duties as assigned.

The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

1. High school diploma required; Associate’s degree preferred.

2. 2 years’ experience in the Legal Field and/or Records management.

3. Superior attention to detail and highly skilled at identifying and indexing information.

4. Strong computer and database skills, previous experience utilizing legal-specific automated records management system preferred; proficiency in Microsoft Word Excel, Outlook is required.

5. Ability to identify and analyze issues and problems in records management and to recommend and implement solutions.

6. Highly organized with excellent ability to prioritize and work under time constraints.

7. Working knowledge of legal terminology.

8. Exhibits professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidential requirements. Maintains positive, professional, courteous and flexible demeanor when dealing with clients and colleagues.

This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.

WORKING CONDITIONS: 1. Normal office environment with little exposure to excessive noise, dust, temperature and the like.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

Equal Employment Opportunity and Diversity Statement

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.

Job Type: Part-time

Pay: $17.00 - $21.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Vision insurance

Work Location: One location

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