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 supports the Office Manager in the administration of day-to-day office operations and provides excellent customer service to all guests and personnel of Armstrong Teasdale.

Essential Functions

• Oversee all conference center duties, including greeting guests and accommodating their needs, setting up conference rooms, and tidying rooms after meetings.
• 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.
• Serve as the AutomATe administrator for the office, schedule conference rooms, and support all meeting coordination and videoconferencing setup.
• Maintain a current notary commission and be available to notarize documents as requested.
• 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.
• Assist with scanning incoming mail; manage large mailing projects; print envelopes and labels, handle certified mailings; and prepare binders.
• Provide support to timekeepers and practice group legal assistants with time entry; prepare expense reports and check requests; and assist with general overflow clerical/legal work.
• Coordinate or assist with facilities requests, such as liaising with the building landlord, maintaining office services cleanliness, ordering office supplies, and arranging for office equipment service.
• Support the Office Manager with office needs such as turning over workstations, maintaining floor plans and master office lists; assisting with events; scanning and copying projects; basic printer and copier maintenance; and supporting IT with help desk requests and server room maintenance.
• Decision making – identify issues and provide suggestions to day-to-day problems; prioritize and effectively complete daily tasks.
• Communication – communicate effectively in written and verbal form; share information when asked and maintain appropriate confidentiality.
• Leadership – give positive feedback to others; develop skills to mentor others; ask questions; be assigned tasks; and focus on day-to-day tasks.
• Continuous learning – attend required training; accept planned change willingly.
• Teamwork – actively participate in the team and provide feedback and solutions; listen and respond constructively to others' concerns.
• Alignment to values – be aware of the Firm's values and demonstrate them; understand the Firm’s D&I values and one’s core functions.

Qualifications

• 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

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. Diversity and inclusion are core values of the firm, and we recognize the richness they bring to our workplace.