Statewide law firm is seeking an Administrative Assistant - Floater to assist with document preparation, routine client communication, word processing, drafting of work product, and general assistance as needed in the absence of other administrative staff. Additionally, the Administrative Assistant will assist the Office Services Coordinator with retiring files and a variety of other tasks and provide support to other employees on an as needed basis.
Specific duties are as follows: opening reception and covering reception breaks daily and as needed during absences; receiving and distributing office supplies; serving as backup for Office Services Coordinator as needed; assisting with the retiring of client files and maintaining an accurate database of these and other firm files; off-site storage and retrieval of retired files as requested in the absence of the Office Services Coordinator; strict adherence to attorney ethical guidelines and maintenance of confidentiality with respect to firm clients and firm business operations; word processing, transcribing, taking dictation, editing, copying; organizing and preparing documents, information packets, presentations, exhibits; drafting of work product such as letters, agreements, summonses, complaints, motions, memoranda and other legal documents; initiating and responding to telephone calls, handling mail, drafting responses to correspondence; reviewing and editing attorneys' time entries and other related work; coordinating travel arrangements for attorneys; arranging and keeping records of attorneys' CLE sessions; checking for conflicts, opening new matters, creating and maintaining standardized case files; retiring files; scheduling and making all necessary arrangements for meetings, calls, conferences with clients and others; meeting with clients, collecting information; maintaining an electronic docket/tickler system; appropriate follow up with attorneys regarding pending matters and deadlines; researching and filing documents using customized software programs; staying current on accepted legal secretarial practices; work product and conduct consistent with firm values, policies and procedures; using the following computer programs: Microsoft Office (Word, Excel, PowerPoint), Worldox, Rainmaker, file room database, PdfDocs, ShoreTel; and other duties and projects as assigned.
Qualifications are as follows: A high-school diploma or equivalent is required; an advanced degree or certification in legal, paralegal, or related studies is preferred; high degree of accuracy and thoroughness in work product; good written, oral communication, proofreading and interpersonal skills; strong English language skills; skilled in the use of modern office equipment and computer technology; demonstrated ability to handle work efficiently and confidentially; ability to be productive in a fast-paced environment and to work under pressure; timeliness and ability to meet deadlines; temperament conducive to collaborative team work and work with employees at all levels; proficiency with Microsoft Office suite; experience with pdfDocs is a plus; ability to follow instructions and to ask questions when instructions are unclear. Physical requirements: The employee will be required to frequently twist, stoop, bend, squat, kneel, climb ladders, climb stairs, work above shoulder level, push/pull up to 300 lbs. on a dolly, lift and/or carry boxes weighing up 50-70 pounds each.
Competitive compensation and benefit package offered. Flexible Benefits Plan includes employee group health, dental, life, short-term and long-term disability insurance, medical and dependent care reimbursement plans, health savings account, and long-term care insurance. In addition, the firm provides a generous 401k plan and paid leave policy.
Please submit résumé and professional references in confidence by July 24, 2018, to:
Eaton Peabody, Human Resources
PO Box 1210, Bangor, Maine 04402-1210
or email to
No phone calls or walk-ins please
Equal Opportunity Employer
Location/Region: Bangor, ME (US - 04401)