Administrative Assistant Job at Armstrong Teasdale in Kansas City

Overview

Armstrong Teasdale is seeking an Administrative Assistant to join its Kansas City office. The Administrative Assistant is tasked with supporting the Office Manager in the administration of day-to-day office operations and providing excellent customer service to all guests and personnel of Armstrong Teasdale.

Essential Functions

Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

1. Oversee all conference center duties, including greeting guests and accommodating their needs, setting up conference rooms, and tidying rooms after meetings.
2. Perform reception duties such as answering and directing phone calls, processing parking validations, tracking snack, beverage, and cleaning supply inventory, processing incoming and outgoing packages, ordering lunches for meetings, and ordering office supplies for office services.
3. Serves as the AutomATe administrator for the office, schedules conference rooms, and supports all meeting coordination and videoconferencing set-up
4. Will be required to maintain a current notary commission and be available to notarize documents as requested
5. Handle various accounting tasks, including submitting reimbursement requests in AutomATe, processing check requests, assisting with credit card reconciliation, and arranging hotel and travel requests through AccessAT and AutomATe.
6. Assist with handling scanning of incoming mail; large mailing projects; printing envelopes and labels, certified mailings; and preparation of binders
7. Provides support to timekeepers and practice group legal assistants with time entry; preparation of expense reports and check requests; and general overflow clerical/legal work
8. Coordinate or assist with facilities requests, such as liaising with building landlord, maintaining office services clean, ordering office supplies, call for office equipment service
9. May support the Office Manager with office needs such as turning over workstations, maintaining floor plans and master office lists; providing support for events; assisting with scanning and copying projects; handling basic printer and copier maintenance; and supporting IT with help desk requests and maintaining the server room

Competencies

• Decision Making – Identifies issues and provides suggestions to day-to-day problems; prioritizes and effectively completes daily tasks
• Communication – Effectively communicates through written and verbal forms; shares information when asked and understands the appropriate level of confidentiality
• Leadership – Gives positive feedback to others. Is developing skills to mentor others; asks questions; is assigned work; and focuses on day-to-day tasks
• Continuous Learning – attends required training; accepts planned change willingly
• Teamwork – Actively participates in the team and can provide feedback and solutions; listens and responds constructively to others' concerns
• Alignment to Values – Is aware of the Firm's values and consistently demonstrates them; is aware of the meaning/strategic goal of the Firm’s D&I Values; has a deep understanding of one’s own core functions.

Required Education: High School Diploma or equivalent

Required Licenses and/or Certifications: n/a

Required Experience: 1 year of office experience

Preferred Experience: 1-2 years of office or customer service experience with strong knowledge of Microsoft Office and computers. Notary license preferred or ability to obtain after employment commences

Supervisory Responsibilities:N/A

Physical Activity: The employee will be required to sit for prolonged periods and work on a computer; the employee must also have the ability to walk, stand and bend, as well as lift at least 10 pounds

Travel Required: N/A

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.

EEO Statement: Armstrong Teasdale is an equal opportunity employer and will make all employment decisions without regard to race, color, religion, national origin, ancestry, age, sex, pregnancy, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status or other protected status, in accordance with federal, state and local laws. At Armstrong Teasdale, we define diversity and inclusion broadly and focus on helping professionals of all races, religions, national origins, gender identities, ethnicities, sexual orientations and physical abilities feel a sense of belonging. Diversity and inclusion are core values of the firm, and we recognize the richness they bring to our workplace.