Legal Administrative Office Assistant job vacancy in Becker and Poliakoff – Jobs in New Jersey

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Job Details
Company Name : Becker and Poliakoff
Company Location : Morristown, NJ 07960
Job Position : Legal Administrative Office Assistant
Job Category : Jobs in New Jersey

Job Description :

Becker is a diverse, multi-practice, commercial law firm with international affiliates and offices in Florida, New York, New Jersey and Washington, DC. Becker prides itself on client focused services and a commitment to always exceeding our client’s expectations. Since 1973, we have been focusing on building a culture that is collaborative, creative, and passionate about growth.

We offer a comprehensive benefit package that includes some Employer-Paid benefits, Mental Health coverage, and even a 401k match! To fulfill our commitment to our employee’s health and safety, Becker has committees – such as the Wellness Committee and the Mental Health and Well-Being Committee – that ensures our employee’s individual health is always a priority.

We provide every incoming employee with individualized training to ensure that they are experts on Becker’s use of above-industry-standard software and in their role.

The Legal Administrative Office Assistant is responsible (1) for assisting the Regional Office Manager in the day to day operations of the office, (2) for assisting the attorneys/practice groups in the Morristown, NJ Office, (3) for the maintenance of office supply areas, set ups for meetings, and general housekeeping, and (4) for providing coverage for the FTL Receptionist. The successful candidate will have experience in the following areas:

  • Screens and routes phone calls for all Collection Foreclosures Attorneys.
  • Performs general clerical and secretarial duties as requested, which may include handling packages and other correspondence, as well as other word processing/editing/typing tasks.
  • Assist with e-filing and litigation document processing.
  • Assist with facilities management.
  • Prepares packages for annual meeting/special meeting; prepare audit letters; process document revisions.
  • Maintains files and records according to departmental policies and procedures.
  • Calendaring and coordination of meetings, order food, etc.
  • Makes travel arrangements, interacts between staff, attorneys and the Manager, if necessary.
  • Prepare check requests.
  • Assist as needed with Attorney time entry and month end billing processes.
  • Prepares monthly expense reports.
  • Run Conflicts and File Opening using Matter Expert. Send new matters to Conflicts and Open matters as requested.
  • Prepare documents and correspondence using DocuSign.
  • Arrange for remote notarizations as requested.

OFFICE SERVICES AND CONCIERGE DUTIES:

  • Process all mail with the exception of collections and foreclosure. (i.e. separate mail, scan and save documents into Worldox in corresponding matter and email to each recipient, place original documents in recipients inbox.)
  • Ensure all copies, faxes, scans and postage are billed in LMS.
  • Delivers mail to post-office and drops off FedEx in box.
  • Maintenances office supply inventory and places order.
  • Occasional runs as needed.
  • Make daily bank deposit.
  • Ensure all office equipment is up and running.
  • Daily checks, re-stocks and shelves photocopy and printer areas with paper.

Concierge:

  • Offer and serve beverages to clients and attorneys in the conference room(s).
  • Set-up and clean-up of conference room(s), lounge or other rooms used for meetings or gatherings.
  • Ensure all meetings are set up with necessary equipment such as A/V equipment, laptop, etc.
  • Ensure meetings are set-up with snacks, breakfast, lunch and and/or dinner as requested – including beverages, utensils, etc.
  • Order and stock all kitchen supplies such as coffee, teas, soup, cups, etc.
  • Assist Office Manager with coordinating all office events (i.e. birthday cakes, office breakfast, staff luncheons, fundraisers, etc.); catering; rentals and logistics.

ADDITIONAL MISCELLANEOUS BACK-UP DUTIES:

  • Back up finalize and mail out demand letters, notice of intent to foreclose letters and liens.
  • Back up capturing postage and copying expense in LMS.
  • Back up Run Conflicts/File Opening in Matter Expert for the Collections Foreclosure Practice Group
  • Back up E-file pleadings in various Counties throughout the State of New Jersey or New York

REQUIRED SKILLS/ABILITIES:

  • Position requires secretarial skills including keyboarding proficiency, use of personal computer and word processing software, spreadsheet software, presentation software, dictaphone transcription, ability to organize files and workflow, and a proficient command of the English language.
  • Familiarity with Worldox, iManage, File Site, and Aderant, DocuSign, Zoom preferred. Must be neat and have professional appearance, ability to communicate well verbal and written, reliable, extremely organized and ability to get along well with co-workers.

EDUCATION AND EXPERIENCE:

  • Must have high school diploma, some secretarial training, and at least three years of legal administrative office experience.

Equal Employment Opportunity

Becker is committed to diversity in the workplace. Workplace diversity refers to the protection, respect and inclusion of all of the attributes that each employee contributes to the workplace. We strive for a workplace that welcomes and respects all employees regardless of any protected class status, including, but not limited to, race, color, religious creed, national origin, sex, sexual orientation, gender identity, genetic information, military service, age, ancestry, and disability. We also acknowledge the other ways in which people are different, such as educational level, life experience, work experience, socio-economic background, and personality and recognize the value of these individual differences.

We are wholly committed to creating hiring practices and a work environment that values and utilizes the contributions of people with different backgrounds, experiences, and perspectives.

As such, it is the policy of Becker to recruit, employ, train, develop, and promote employees on the basis of individual qualifications, competence, and merit. We believe that all persons are entitled to equal employment opportunity and do not discriminate on any basis prohibited by applicable law. It is our goal to fully comply with the letter of the law, as well as its spirit and intent.

Job Type: Full-time

Pay: $45,000.00 – $55,000.00 per year

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Flexible schedule
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Parental leave
  • Professional development assistance
  • Referral program
  • Retirement plan
  • Vision insurance

Schedule:

  • 8 hour shift

COVID-19 considerations:
The firm is practicing recommended guidelines and offering a partial remote schedule following the successful completion of the 90-day probationary period.

Ability to commute/relocate:

  • Morristown, NJ 07960: Reliably commute or planning to relocate before starting work (Required)

Experience:

  • Legal Administrative: 3 years (Preferred)

Work Location: One location

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