Secretaries and Administrative Assistants

Confidential Employer • Butler, PA • 2h ago

Overview

We are seeking a dynamic and highly organized Secretary/Administrative Assistant to join our team! This position is in house not remote. This vital role offers an exciting opportunity to streamline office operations, provide exceptional administrative support, and ensure smooth daily functions. The successful candidate should be self-motivated, adept at problem solving, eager to learn, organized, detail-oriented and possess the ability to work with the public. As a key member of our administrative team, you will manage a variety of tasks, coordinate schedules, and serve as the first point of contact for visitors and clients. Stepanian & Menchyk, LLP is a general practice law firm with an emphasis on municipal law.

Duties

Operate multi-line phone systems to handle incoming calls efficiently, transferring or taking messages as needed

Maintain accurate records through data entry, filing, and document proofreading to ensure information is current and error-free

Utilize Microsoft Office Suite (outlook, word, excel) to prepare correspondence, reports, and legal documents such as deeds and pleading (can train)

Schedule appointments, manage attorney calendars, with precision, ensuring accurate scheduling and making necessary adjustments in Microsoft Exchange 365

Perform administrative tasks and office correspondence, including incoming and outgoing mail and responding to emails.

Provide client support by addressing inquiries promptly and professionally in person or via phone or email

Ability to transcribe dictation (can train)

Organization of client files and data entry to include document creation, maintenance, archiving and retrieval both physically & digitally with efficient organization

Promptly meet all deadlines

Experience

Proven office experience with strong organizational skills and attention to detail

Previous clerical or administrative experience in a fast-paced environment - 2 years

Familiarity with office management software including Microsoft Office (Word, Excel)

Experience handling multi-line phone systems and providing excellent phone etiquette

Demonstrated ability to multitask efficiently while maintaining accuracy in data entry, proofreading, filing, and calendar management - a must

The successful candidate will play a pivotal role in keeping the office functioning efficiently, from coordinating meetings to maintaining complete and accurate files. This person will build collaborative working relationships with our lawyers and earn the trust of our clients.

Previous legal experience is helpful but not required.

Join us as an Secretary/Administrative Assistant and become an essential part of our vibrant team! Your dedication will help us create a productive workplace where everyone feels valued. Apply now to bring your organizational talents to a role that truly makes a difference!

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