Legal Administrative Assistant

$52,000 - $70,000/Yr

Unclassified - Washington, DC

Full-time - Entry Level

Washington, DC

About the position

The Legal Administrative Assistant position at B. H. Griner Associates is a vital role within a large law firm located in Washington, DC. This position is designed for an individual who is organized, detail-oriented, and capable of managing multiple tasks in a fast-paced professional environment. The successful candidate will be responsible for maintaining the financial system for outsourced expenditures and generating reports that are essential for the firm's operations. This role requires a proactive approach to preparing purchase requests and authorizations, ensuring that all financial transactions are processed efficiently and accurately. In addition to financial responsibilities, the Legal Administrative Assistant will serve as a liaison between the Accounting Department and the Purchasing Unit, facilitating communication and collaboration between these critical areas. The role also involves assisting Analysts with case work, which includes data entry, proofing documents, and coordinating with vendors for trial setups. The assistant will maintain various departmental tracking sheets and files, including case/project files, subject files, and vendor files, ensuring that all information is organized and easily accessible. The position also entails managing a reference collection of periodicals, books, and other information resources, as well as maintaining a bulletin board that highlights upcoming conferences, training opportunities, and points of interest for the department. The assistant will be responsible for maintaining the department calendar to track leave and training schedules, coordinating department meetings and events, and providing support to the Director and Manager. Excellent customer service skills are essential, as the assistant will interact with various stakeholders and must be able to work effectively both in a team environment and independently. Other duties may be assigned as needed, and timely and regular attendance is expected.

Responsibilities

• Maintain financial system for outsourced expenditures and generate reports.
• Prepare purchase requests and authorizations.
• Serve as liaison with the Accounting Department and the Purchasing Unit.
• Assist Analysts with case work such as data entry, proofing documents, and vendor coordination for trial setup.
• Maintain departmental tracking sheets and files, including case/project files, subject files, and vendor files.
• Establish new files and perform filings as necessary.
• Manage reference collection of periodicals, books, and other information.
• Maintain department bulletin board of upcoming conferences, training opportunities, and points of interest.
• Maintain department calendar to track leave and training.
• Coordinate department meetings and events.
• Provide assistance to the Director and Manager.
• Maintain assignment information and contact information.
• Assist with various departmental status reports.
• Provide excellent customer service.
• Answer phones, including the main department number.
• Distribute mail and route requests to appropriate staff.
• Assist with ordering supplies, arranging for travel, and securing reimbursements of various kinds.
• Ensure timely and regular attendance.

Requirements

• A minimum of one year of administrative assistant experience in a fast-paced professional environment is preferred.
• Excellent communication, organizational, and interpersonal skills.
• Strong service orientation and understanding the importance of developing effective working relationships with others.
• Proficiency in Microsoft Office and document management systems.
• College degree preferred.