Office Services Assistant Job at Dickinson Wright PLLC in Chicago

Summary: Staff designated at Dickinson Wright PLLC ("the Firm") as Office Services Assistant are responsible for providing professional support services, including equipment, facilities and support services, to Attorneys and Clients of the Firm as assigned on full time basis unless otherwise arranged with the Firm.

Essential Duties and Responsibilities:

Essential duties and responsibilities of staff designated as Office Services Assistant at the Firm include but are not limited to:

1. Opens and/or closes the office by ensuring that all office services and conference rooms are operational for the delivery of client services;
2. Collects and distributes U.S. mail and inter-office mail in accordance with department procedures; properly places postage to outgoing mail and delivers same to the postal center. Processes certified and Registered mail for attorneys and staff and delivers same to postal center;
3. Responsible for logging and shipment of outgoing Federal Express packages and dropping same in the Federal Express pickup box within the building;
4. Responsible for setting up videoconference equipment upon request and assisting the IT Department, as needed, with the setup of equipment for conference meetings;
5. Prepares copy, print, and scan projects in the department as needed;
6. Assists with facsimile transmissions and distribution;
7. Provides delivery and setup of food and beverages, as requested, for in-office conferences and office functions;
8. Monitors coffee stations for cleanliness; ensures that each station is stocked with appropriate provisions, and prepares coffee and hot water, as needed;
9. Monitors copy stations for cleanliness; ensures that each station is stocked with appropriate supplies. Fills each copy machine with paper and wipes down copier with disinfectant wipes;
10. Performs minor repairs, moving office furniture, and other miscellaneous/general services within the office. Responsible for setting up new attorneys and secretaries with supplies and equipment;
11. Performs relief receptionist duties, as required.

Qualifications, Skills and Abilities Required:

Office Services Assistants must:

1. Possess the ability to organize and prioritize numerous tasks and complete them under time constraints with minimal supervision;
2. Possess interpersonal skills necessary in order to communicate with a diverse group of attorneys and staff and provide information with ordinary courtesy and tact while safeguarding confidentiality;
3. Possess the ability to identify and analyze issues and problems in facilities management, and to recommend and implement solutions;
4. Possess the ability to operate postage machines, facsimile machines, copy machines, and all other conference room equipment in the office;
5. Possess the ability to plan, organize, and manage property and facilities of a professional services firm at a level normally attained through an Associate's Degree in business administration, or closely related field, or equivalent experience;
6. Work may require irregular hours, and occasionally requires more than 40 hours per week to perform the essential duties of the position;
7. Possess the ability to use database software, spreadsheet, and word processing software and equipment to complete analysis and reports.

Working Conditions:

Normal law office environment with little exposure to noise, dust, temperature.

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. Please note that a variety of factors determine compensation, including geographic location, experience, relevant degrees and certifications, and other applicable factors authorized by law.

Dickinson Wright offers a generous benefits package for eligible fulltime employees within our U.S. offices, including health, dental, and vision; 401(k) and profit sharing plans; paid vacation; and parental leave. Additional elective programs include: a health flexible spending account, a health savings account, identity theft protection, a dependent day care reimbursement account, commuter benefits, life and AD&D insurance, short- and long-term disability protection, an employee assistance program, and emergency travel assistance.

We are an equal opportunity employer.All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.