The posting below is for an administrative assistant attached to the library
for the Los Angeles office of Morrison & Foerster LLP. This office serves
100 attorneys; the existing library staff consists of 1 IR Manager, 1 senior
associate librarian, 1 associate librarian, and 1 library paraprofessional.
POSITION: Library IV
UNIQUE TITLE: Information Resources Administrative Assistant (Non-Exempt)
DEPARTMENT: Information Resources (Library)
OFFICE: Los Angeles
WORK SCHEDULE: Monday thru Friday 8:30 a.m. to 5:30 p.m. (Flexible)
REPORTING
RELATIONSHIP: Southern California Information Resources Manager
RESPONSIBILITIES: Under general supervision, responsible for
administrative and clerical functions supporting both routine work and
special projects of the Southern California Information Resources Manager as
detailed below.
ESSENTIAL FUNCTIONS:
1. Responsible for performing accounting functions for the
Southern California IR and the Los Angeles Purchasing Departments, including
approving invoices for payment, processing cost recoveries, maintaining
invoice copy files, and reconciling account problems with vendors.
2. Handles checklists for incoming and outgoing personnel,
including acquisition of electronic system IDs and distribution of routing
lists and office sets of reference books.
3. Maintains and regularly updates various lists including
the Attorneys Office Sets List, Attorneys Office Sets Labels, the Library's
Annotated List of Routed Periodicals, the Annual Calendar Distribution List,
and County Law Library List of Authorized Borrowers.
4. Handles LA IR/Purchasing Department petty cash fund and
keeps accurate T&E records to replenish fund as needed.
5. Handles paperwork relating to new library acquisitions,
including processing order forms, check request forms, acquisitions letters
and receipt of incoming "on order" material.
6. Assists Manager with clerical tasks related to IR
personnel, including keeping attendance records, printing and filing
timesheets, and scheduling PTO time.
7. Works with outsourced Purchasing Assistant in handling
administrative paperwork relating to office supplies and equipment
inventories, in placing and tracking orders, in reviewing competitive bids,
and in maintaining vendor relationships.
8. Assists in handling administrative paperwork relating to
records management projects such as producing form letters to departed
attorneys, producing form memos to attorneys and clients regarding document
destruction approvals, reviewing the contents of storage boxes, and
producing file transfer letters, memos and box labels.
9. Responsible for adhering to the firm's General Safety
Practices and to any unique safety practices for the IR and Purchasing
Departments.
SECONDARY FUNCTIONS:
1. Handles Unwanted Mail Management Program; returns mass
mailings addressed to departed personnel to sender with form letter to
remove names from mailing lists.
2. Assists IR Manager and other IR personnel to set up and
maintain forms files and other functional file series as needed.
3. Uses word processing system to create memos, letters,
tables, forms, etc. as requested; types papers, speeches, articles, etc. for
IR Manager.
4. Interfaces with Manager, co-workers, attorneys and
support staff for the purpose of exchanging information; attends and
participates in various departmental meetings as they are scheduled.
5. Other related duties as may be assigned by the Southern
California Information Resources Manager.
QUALIFICATIONS:
1. Strong organizational and communication (both oral and
written) skills required, including ability to interact with all levels of
law firm personnel and outside parties.
2. High level of initiative and independent thinking
required; ability to sort priorities with minimum level of direct
supervision.
3. Experience with various automated office systems (e.g.,
Word, Excel, Power Point, etc.) preferred; typing of 55-60 wpm required.
4. Prior law firm experience and/or library experience
preferred.
APPLY in writing to:
Lee R. Nemchek
Morrison & Foerster LLP
555 W. Fifth Street, Suite 3500
Los Angeles, CA 90013
(213) 892-5359 phone
(323) 210-1237 fax
lnemchek@mofo.com
AVAILABILITY: February 1, 2000
DATE OF POSTING: January 28, 2000
MORRISON & FOERSTER IS AN EQUAL OPPORTUNITY EMPLOYER
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