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Title : Executive Assistant / Legal Secretary

Location : Texas - Austin
Refer to Job # ALBN766850

Executive Assistant / Legal Secretary Duties: The candidate will be responsible for the performance or non-manual work directly related to management or general business operations of said employer and employer's customers. This comprises the professional and efficient managing of visitors, consumers, telephone calls and messages, as well as a variety of clerical duties that support consumer services, information and referral and the operation and presentation of a professional office, including the exercise of discretion and independent judgment with respect to matters of significance. Exposure to legal secretary and paralegal type tasks to include time entry, invoice edits and finalization, expense reports, calendar management for attorney, and drafting of legal documents. Ensures knowledge of staff whereabouts. Notifies supervisors, within 30 minutes of daily start time, regarding staff absences/delays; updates and informs other receptionist(s) of same and related information. Promptly, accurately, professionally and courteously receives 100% of all telephone calls and visitors. Promptly, accurately, professionally and courteously assesses 100% of received calls/inquiries and directs and/or records and relays messages. Adept at using all features of the telephone system and voice mail. Assists consumers/staff/volunteers/visitors park properly at the main office location. When on duty, ensures the reception station is staffed 100% of the time. Maintains knowledge of current postal regulations and services frequently used by the organization. Prepares and processes 100% of outgoing mail to include: accurate weighing; coding; sorting; affixing postage; properly addressing; and preparing certified/overnight/return receipt mail. As directed, timely delivers mail to post office. Opens and legibly and appropriately stamps, as applicable, delivered mail and sorts into appropriate folders for distribution. Signs for deliveries when necessary and notifies recipients. Maintains excel spreadsheet/forms for expense receipts. Ensures kitchen/kitchen appliances and bathrooms are kept neat, clean and stocked with appropriate supplies. As needed, informs supervisor in advance as to supply needs and if office/kitchen appliances are not functioning properly. Or if assigned, after obtaining proper approval place such supply orders direct. Ensures that common areas/storage areas are equipped with office supplies as needed and room maintains an organized status. Weekly check such areas for re-ordering needs. Ensures 100% of support to key associates within office environment. Tallies monthly completed time entry and submits report to directed individual or into system no later than the 5th day of the following month or as directed. Maintains a thorough working knowledge of and adheres to organization/project policies, regulations and procedures. Keeps immediate supervisor well-informed of activities, results of efforts and problems identified/potential problems; recommends corrective actions to immediate supervisor. Respects confidentiality in discussing participant/consumer, staff, volunteers and organizational matters. Maintains confidentiality of organization fiscal and personnel related information. Performs routine office tasks necessary for the operation and presentation of a professional office as observed by the supervisor. Adept at using the web-site to provide information and referral. As needed, assists with clerical tasks to include typing, filing, proofreading, maintenance of service logs and data entry. Exhibits genuine concern for participants and always conducts oneself appropriately and professionally. Develops and maintains comprehensive knowledge of community resources; provides information, referrals and follow-up. Ensures all data entry for assigned projects/offices is done accurately and in a timely manner. Reports to work regularly and on time. Assists in other duties as needed and directed. Qualifications: High school diploma or general education degree (GED); or 1-3 months related experience and/or training; or equivalent combination of education and experience. Must have knowledge of: Internet Explorer, MS Excel, Outlook, Word, and Windows Operating System. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

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