Business Admisitrative Assistant

Summary

Job Description

The Business Administrative Assistant partners with the Business Adminstrator to perform administraive operations of the office. The Business Administrative Assistant must fosters positive relationships with attorneys and staff while providing assistance where needed. Day to day duties vary by day and season based on firm demands. The Business Administrative Assistant also assists our Finance Administrator with managing accounts recievables past due and the collection of monies due on those cases.

The Busniness Administrative Assistant handles confidential matters, and coordinates and manages various firm tasks including but not limited to, coordinating annual file destructions, handling first level technical issues with office equipment, maintaining an inventory of office supplies, coordinating firm events, occasional design and publication of marketing materials and establishes good vendor relationships.

Other responsibilities include recruiting and sourcing qualified candidates, and then guiding these applicants through the recruitment process, including the coordinating all aspects of the interviews.

Essential Duties And Responsibilities

Accounts Receivable

Processes associated with tracking and collecting funds owed from the sale of products or services on credit.

Applicant Recruitment Processes associated with searching for and obtaining a pool of potential candidates with the desired knowledge, skills and abilities and the use of processes and technologies designed to facilitate the applicant recruitment process.

Writing and Graphic Design

Processes associated with development of marketing or promotional materials, content and messages. Processes associated with designing and producing graphical content for internal and external communications, including pitches, brochures, reports, fact sheets, posters, web and other marketing materials.

User Support Services

Processes associated with providing onsite, remote or helpdesk user support and user account administration. Includes development, use and maintenance of knowledge databases, issue reporting tools and the capture of issue resolutions.

Event Planning

Processes associated with planning and coordinating events when needed. Includes budgeting, scheduling, site selection, managing invitee lists, and or catering.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Competencies

Effective Communicator (Written and Oral), speaks clearly and persuasively in positive or negative situations, listens and gets clarification, responds well to questions, and participates in meetings. Writes clearly and informatively, edits work for spelling and grammar, varies writing style to meet needs, presents numerical data effectively, and is able to read and interpret written information.

Time Management , the ability to plan and organize day to meet varied requests appropriately considering the priority and deadline of each task.

Strong Interpersonal Skills, the ability to develop and maintain relationships with others, and to work with others toward a common goal by working cooperatively, developing positive relationships, and providing information and assistance willingly.

Manages Change, the ability to change directions quickly as workflow needs change, and to respond with flexibility to a changing work environment.

Technical Skills/Learning, the ability to quickly learn and integrate new technical skills and knowledge; seeks out avenues to enhance technical skills.

Computer Skills, has basic knowledge of computer operation, internet software, spreadsheet software and word processing software; the use of Microsoft products is preferred. Has the ability to type and operate office equipment.

Experience

The ideal candidate will be able to grasp information quickly, work independently with limited daily oversight and instruction, and be able to multitask. The individual should be flexible, able to work under time-pressure to meet deadlines and handle last-minute requests. They should be very organized, proactive and results-oriented. The individual should be comfortable working with a variety of personalities, while maintaining a professional attitude at all times. Lastly, the individual should desire to learn new skills and to expand their job skills over time. Minimum five-plus years of work experience preferably, in a law firm, professional services or financial environment.

Physical Demands

While performing the duties of this job, this position is frequently required to sit, occasionally required to stand, walk, use hands to handle and reach with hands and arms, climb or balance, and talk or hear. The position must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, which includes viewing paperwork and charts on the computer screen.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

Work Hours

Position is full-time. Usual work hours are Monday to Friday, 8 a.m.–5 p.m. (one-hour lunch) or 8:30 a.m.–5 p.m. (one-half hour lunch).

Company Description

Melvin & Melvin, PLLC established in 1921 has been representing Syracuse for over 100 years. Our office is located in the heart of downtown Syracuse near many restaurants and local attractions. Parking is available at garages and parking lots located near our offices for a monthly fee.

Melvin & Melvin, PLLC established in 1921 has been representing Syracuse for over 100 years. Our office is located in the heart of downtown Syracuse near many restaurants and local attractions. Parking is available at garages and parking lots located near our offices for a monthly fee.