Job Title: Administrative Assistant

Primary Duties and Responsibilities

• Review filings for deficiencies and calculate filing fees when necessary.
• Scan paper submissions for digital recordkeeping.
• Assign ID numbers to new filings.
• Update and maintain database records to ensure accuracy.
• Save files to the shared drive, adhering to established file-naming conventions.
• Download files from cloud storage or copy them from emails received in Microsoft Outlook as needed.
• Rename PDF files according to the required file-naming conventions.
• Accurately enter filing information into spreadsheets to facilitate easy retrieval.
• Create folders and organize files systematically.
• Add notes to both the database and spreadsheets as necessary for recordkeeping.
• For filings with deficiencies, email the submitting attorney using a provided template.
• Follow up with submitting attorneys to resolve filing deficiencies as required.

Key Skills and Abilities

• Demonstrates strong time management skills to handle multiple tasks efficiently.
• Exhibits detail-oriented and organized work habits.
• Capable of identifying errors, inconsistencies, or incomplete work.
• Skilled in proofreading documents to ensure accuracy.
• Manages large volumes of paper and electronic files without commingling.
• Works quickly while maintaining a high level of accuracy.
• Consistently follows office policies and procedures.
• Proficient in using OCR technology, renaming files, and bookmarking PDF documents.
• Adept at dragging and dropping files, copying and pasting files, and creating organized folders.
• Edits template emails and carefully double-checks work for completeness.
• Seeks clarification by asking questions when necessary.
• Proficient in Microsoft Word, Adobe PDF, Microsoft Excel, and Microsoft Outlook.

Education Requirements

Bachelor's Degree