Duncan Craig LLP - Office Services Clerk
Position Overview:
The role of Office Clerk is to provide support to the Firm by working in our Office Services Team reporting to the Office Services Manager.
The position requires the ability to work independently while contributing as a member of the Office Services Team. You will be expected to manage a busy workload and contribute to a positive experience for our clients and firm members. You are expected to adapt to new technologies, processes, and duties to ensure tasks are completed in an accurate and timely fashion.
Essential Duties and Responsibilities
Document Processing
Photocopy, bind, collate, tab and otherwise organize documents
Operate within a ticket system to organize workloads and priorities for incoming document production matters
Working with Adobe to organize electronic documents into sections, create index, print images
Scanning paper documents into electronic documents
Reception Duties
Greet clients on phone or in person, direct inquiries to the appropriate parties and handle drop in inquiries, create a welcoming and professional atmosphere
Set up coffee stations, organize meeting room set up and clean up
Coordinate meeting room bookings, keep meeting room schedules on time through communication with individuals using the rooms
Order items such as: catering, flowers, gift cards, taxies for clients, office supplies, eCoordinate repairs/services with landlord, organize first aid/emergency training schedule
Assist with client identification document requirements, receiving document drop offs and/or couriers, minor photocopying, typing documents, some data entry
Other duties as assigned
General Office Duties
Mail delivery and pick up; Couriers
Office Supplies – ordering/stocking
Boardroom maintenance – set up coffee/water, clean up after meetings
Delivery of office supplies to various stations
Set up snacks/supplies in lawyer/staff lounges
Competencies
Outstanding customer service – ability to respond promptly to client needs, seeks feedback to improve service levels; meets commitments
Oral Communications – ability to speak clearly and persuasively in positive and negative situations; good listener who responds well to questions
Written Communications – writes clearly and informatively; edits work for spelling and grammar
Temperament – able to work with minimal supervision; prioritizes and anticipates work requirements; works well under occasional periods of pressure
Ethics – able to maintain client confidentiality and Firm information confidential at all times; understands and follows the general rules of ethical behaviour
Computer Skills – ability to use Microsoft Office; ability to use the internet and cloud-based client programs; accurate typist; ability to use general office equipment
Education and Experience
English language skills are required
Three to five years of receptionist or office clerk experience is preferred
Grade 12 graduate with business subjects or completion of an appropriate certificate program from a business school/college is preferred
Skills
English Language skills – ability to read and comprehend instructions and compose standard business correspondence
Mathematical skills – basic numeracy skills with addition, multiplication and division
Reasoning ability – able to use common sense understanding to carry out instructions
Work Environment – ability to function in an office setting with moderate noise levels and regular interruptions, may be required to lift up to 30 lbs from time to time, extensive sitting and keyboarding is required
What will be required to be successful in this position (“ideal candidate”)
Team player with a positive attitude and strong work ethic and excellent attendance
Excellent time management skills and able to juggle competing priorities
Ability to manage emotions when under tight deadlines and dealing with challenging personalities
Excellent communicator both written and oral
Professional, ability to handle confidential information; discrete
Actively works to understand systems and processes and seeks ways to be efficient
Accurate with excellent attention to detail
Work Hours
Full time position - Monday to Friday, 8:00 am to 5:00 with a 1 hour unpaid lunch break and two 15 minute breaks (40 hours paid weekly)
Compensation
Salary will depend on experience level and demonstrated abilities
Health Benefits (premium is 100% employer paid)
RRSP matching after 1 year of service
Vacation and Personal Days
Please send your resume to the Director of People & Development ebanick@dcllp.com. Only qualified applicants will be contacted for an interview.
