Word Processor job description

Fisher Phillips, a national employment and labor law firm, is seeking an experienced Receptionist/Word Processor for our San Diego office. Our range of experience enables us to bring efficient and practical solutions to today's labor and employment law problems. For more information about the firm, please visit us at our website at www.fisherphillips.com
Primary Responsibilities


Answer phones nationally as a part of the National Reception Team and transfer calls to the appropriate offices/employees, including occasionally taking messages and ensuring that they are routed to the appropriate person. Greet and assist visitors including offering guests something to drink, providing parking validations stamps, copy documents, etc. Accept and sign for packages. Open, stamp, log and distribute mail. Process all incoming faxes including sending notification email to recipient upon receipt, log and distribute fax. Maintain office calendar system, including scheduling and setting up conference rooms. Maintain a pleasant appearance at the reception area and lobby. Maintain new matter intake forms & create new client files. Create master captions/Proofs of Service for new matters, and responsive shells as needed. Overflow secretarial projects, including but not limited to, timesheet entry, preparing and editing documents. Administrative, general office and clerical projects as needed. Other duties as assigned. Greets all visitors to the office in a friendly and helpful manner. Displays good judgment in handling confidential information. Maintains knowledge of each attorneys' preferences in conveying various information to guests or callers.


Personal Attributes


Possesses a strong understanding and abides by the policies and procedures of the firm and local office. Maintains an exceptional customer service attitude and demeanor at all times. Flexible and willing to pitch in wherever needed; always reflects a "can do" attitude. Takes ownership; gets the job done without the need for prodding or supervision. Demonstrates a positive attitude and is approachable. Adapts well to fluctuations in workload and changes in responsibilities Maintains a professional demeanor in high-stress situations. Is effective at limiting excessive socializing. Contributes to an atmosphere of teamwork and congeniality. Effectively and professionally communicates with clients, opposing counsel, vendors, and firm personnel through concise and accurate written communications. Exhibits confident and professional verbal communication skills. Keeps appropriate people informed of the status of projects, work and deadlines. Answers questions clearly and thoroughly.


Skills and Abilities


Desksite or other comparable document management system, Word, Outlook, PowerPoint, Concur, and Excel. Attendance & Punctuality: Be consistently at work and on time; arrive at meetings and appointments on time; ensure work responsibilities are covered when absent. Communication: Possess excellent verbal and written communication skills. Customer Service: Respond promptly to attorney and client requests for service and assistance; meet commitments. Dependability: Follow instructions; complete tasks on time; commit to the hours necessary to complete assignments; work independently. Professionalism: Approach others in a tactful manner; treat others with respect; react well under pressure. Team Work: Contribute to building a positive team spirit; support everyone's efforts to succeed. Technical Skills: Possess basic PC skills; ability to use phone system, copier, scanner, fax, and printer.


Minimum Qualifications


Minimum of a high school diploma required (College degree is preferred, but not required). Minimum of two years of experience as a receptionist required.


Benefits


Fisher Phillips offers a comprehensive benefits package for eligible staff that includes medical, dental, and vision benefits, paid time off, paid holidays, 401(k) and profit sharing, life insurance, long-term disability, and an employee assistance program. We also offer optional benefits such as critical care, accident and hospital indemnity insurance, a student loan refinancing program, life insurance for dependents, and pet insurance.


No relocation costs. Principals only; no calls please.


We are committed to providing equal employment opportunities to all employees and applicants without regard to race, ethnicity, religion, color, sex (including childbirth, breast feeding and related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability or any other protected status in accordance with all applicable federal, state and local laws.

Pay of $15.00-$19.27 with a $500 SIGN-ON BONUS!!*
*Half paid on the second paycheck; half paid after the 3-month anniversary

Schedule: Monday - Friday (8:00am - 4:30pm)

Essential Duties and Responsibilities:

• Responsible to the Director. Performs word processing and clerical duties.
• Produces a variety of standard documents, such as correspondence, form letters, reports, tables and other printed materials.
• Work requires skill in typing, knowledge of grammar, punctuation and spelling.
• Ability to use reference guides and equipment manuals.
• Performs familiar, routine assignments following standard procedures, seeks further instructions for assignments requiring deviations from established procedures.
• Programs operate with the understanding that the Federal or State Contracting Authority and/or Executive Management has the right to modify their operating standards, to include staffing requirements and qualifications, as needed, to ensure quality and continuation of services.
• These changes may affect your qualifications for continued employment in this specific job category or classification.
• Provides Bookkeeping and Record Keeping: Maintains bookkeeping documents, accounts for funds; reconciles and submits monthly billing; subsistence collection, and assists with population projections.
• Maintains Resident Records and Provides Intake/Discharge Functions: Coordinates all referral, admission and discharge functions for participants assigned to the program; maintains accurate resident records, generates resident disciplinary procedures, reports and statistics schedules, and assists with subsistence collection.
• Provides Office Administration Support: Including, but not limited to, word processing, data entry using FreshStart Client Management System and Microsoft Office, phone coverage, sorts and distributes mail, orders, and maintains all office supplies and equipment; manages all forms.
• Maintains Liaison Activities: Maintains cooperative and effective liaison activities with the program staff, supervising authorities, residents, and other agencies and community groups.
• Maintains Working Knowledge of all Procedures and Policies: Statement of Work, Physical Plant and Operations Manuals; to include but not limited to: Emergency Drills, Life Safety, Facility Sanitation, Escape and Unusual Occurrence Procedures.
• Work Schedule: In the event of a work stoppage, work the hours necessary to staff the center; attends and participates in all required appointments/meetings on site, within the community, the court system or at other off-site business related location.
• Other: Communicates all relevant information to supervisory staff regarding residents, facility and agency concerns. Responsible for general housekeeping of their workspace to include: dusting, polishing, vacuuming, and empty of trash.

Competencies

• Ethics - Upholds organizational values, treats everyone with respect, works with integrity and maintains confidentiality.
• Customer Service - Responds to requests for service and assistance
• Planning/Organizing - Provides timely responses (oral and written) to residents, management and government agencies; prioritizes and plans work activities; ability to multi-task and use time efficiently.
• Organizational Support - Follows policies and procedures, completes administrative tasks correctly and on time.
• Quality - Demonstrates accuracy and thoroughness.
• Dependability - Follows instructions, responds to management direction, completes tasks on time or notifies appropriate staff with an alternate plan. Works required hours.
• Initiative - Self-starter and asks for and offers help when needed

Qualifications

• Education and/or Experience - High School diploma or GED and at leave one (1) year of paid word processing and/ or secretarial experience. Must be at least 21 years of age.
• Certifications and Licenses - Obtain CPR and First Aid Certification, RAM and Defensive Driving Certifications within two weeks of employment;
  • valid driver's license with no restrictions
• Computer Skills/Office Equipment - Proficient with Windows or XP operating systems, Microsoft suite. Understands basic PC concepts (files, file paths, copying, and pasting, deleting, and moving files). Common office machinery to include, adding machine, calculator, telephone, fax, copier, scanner, postal machine
  • The ability to pass required computer proficiency test prior to hire.
• Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. The ability to write reports and correspondence and the ability to speak effectively.
• Mathematical Skills - Ability to add, subtracts, multiply, and divide. Ability to determine fractions and percentages.
• Reasoning Ability - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Other Requirements - The ability to pass and criminal background checks. The ability to travel overnight when required. The employee must have reliable transportation to meet the requirements of this position. The use of the employee's personal vehicle may include, but not limited to, travel to and from meetings and businesses.
• Other Skills - Within your Introductory Period you must become proficient with the following: Kiosk, Security Alco-Blow, Alco-Sensor, Metal Detector, Urine Testing, Fire Suppression equipment and FreshStart System. You will also be required to become proficient with future equipment applications as they are introduced and incorporated into our program operations.

Physical Demands

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle, or feel; bend or reach with hands and arms. The employee must have the ability to perform facility, vehicle and property searches; fingerprint and "pat-down" residents. The employee must frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 50 pounds.

Work Environment

The noise level in the office work environment is usually moderate with the exception of life safety alarms which are sounded during monthly emergency drills and periodic systems inspections.

Candidate will provide desktop publishing support to facilitate the development and updates of technical documentation. The position may also include general administrative and clerical support duties.
**JOB RESPONSIBILITIES** :

+ Formatting high-quality documentation that complies with corresponding standard, style guide, and/or directive and that meets the customers' and end users' needs.

+ Proofreading technical documentation for format, clarity, consistency, and adherence to government specifications.

+ Manipulating graphics, charts, diagrams, etc. to be included in documentation.

+ Immediately communicating obstacles or issues to leadership.

+ Interfacing with logisticians, engineers, Subject Matter Experts, and customers.

+ Maintaining records.

+ Performing clerical/administrative duties as assigned.

**REQUIRED SKILLS:**

+ Proficient in desktop publishing with abilities to create and update tables, to manipulate graphics and drawings, to create and update flowcharts, and to format/layout text.

+ Possess attention to detail and ability to proofread documents for grammar and punctuation errors.

+ Ability to answer customers' questions and make recommendations.

+ Possess strong communication and interpersonal skills.

+ Effectively collaborate with a variety of teams and interested parties.

+ Ability to work with minimal supervision, demonstrating initiative and organization.

+ Ability to multitask and work with strict deadlines/timeframes.

+ Proficient with Microsoft products to include: Teams, Word, PowerPoint, Excel, and Outlook.

+ Flexibility and willingness to learn new software.

**DESIRED SKILLS:**

+ Experience with DOD industry.

+ Experience with Adobe products to include: Photoshop and Illustrator.

+ Experience with PDF-XChange Editor.

+ Experience with Microsoft products to include: Visio and Project.

+ Experience with MIL-STDs and GPO Style Manual.

+ Experience with iPDM.

**Qualifications**

**REQUIRED EDUCATION AND CLEARANCE:**

+ High school diploma or equivalent and 3+ years of related experience.

+ US Citizen

+ Ability to obtain a secret clearance

Covid Policy: SAIC does not require COVID-19 vaccinations or boosters. Customer site vaccination requirements must be followed when work is performed at a customer site.
REQNUMBER: 2214601

SAIC is a premier technology integrator, solving our nation's most complex modernization and systems engineering challenges across the defense, space, federal civilian, and intelligence markets. Our robust portfolio of offerings includes high-end solutions in systems engineering and integration; enterprise IT, including cloud services; cyber; software; advanced analytics and simulation; and training. We are a team of 23,000 strong driven by mission, united purpose, and inspired by opportunity. Headquartered in Reston, Virginia, SAIC has annual revenues of approximately $6.5 billion. For more information, visit saic.com. For information on the benefits SAIC offers, see Working at SAIC. EOE AA M/F/Vet/Disability