Administrative Assistant Hybrid - ACCESSLEX INSTITUTE

For nearly 40 years, nonprofit AccessLex Institute® has been partnering with our member institutions – the nearly 200 state-affiliated and nonprofit ABA-approved law schools – to meet the ever-changing needs and challenges of law students and the legal education community we serve. From providing free resources for every step of the law school journey to maximizing the value and affordability of a law degree through research and policy advocacy, we exist to increase access and further the success of aspiring lawyers from admission to law school to admission to the bar. Helix Bar Review is our latest service in pursuit of our nonprofit mission – empowering the next generation of lawyers. Learn more at AccessLex.org and HelixBarReview.org.

This is a full-time, non-exempt hybrid position which will require working at our Corporate office in West Chester, PA office at least two days per week This is a non-exempt position for $22 per hour.

Job Summary: The Administrative Assistant is part of the Administrative Team and reports to the Senior Administrative Assistant. This position provides general operations support with a variety of clerical and administrative tasks to the Accounting Department, while also supporting Executives and other departments as needed.

Responsibilities and Duties:

• Provides administrative and clerical support to Operations;
• Assists Accounting with various duties which include recurring data entry, documentation preparation (typing), copying, collating and distribution/mailing. Edits documents and correspondence to ensure that they are properly formatted;
• Processes monthly credit card statements for various departments;
• Assembles and mails bi-weekly check runs for Accounts Payable function;
• Trains and acts as backup for Accounts Payable Generalist;
• Schedules meetings and issues invitations, prepares and forwards agendas to meeting participants;
• Maintains various departmental electronic files. Ensures that appropriate filing and records management procedures are followed;
• Coordinates travel arrangements. Furnishes desired travel schedule information to requestor. Reviews travel documents to ensure that they are in accordance with desired travel plans;
• Maintains and updates various information databases such as organizational charts, phone lists, client contact lists and conference registrants. Generates and distributes reports as needed;
• Provides back-up coverage for other administrative associates during absences or heavy workloads;
• Performs various special projects requiring administrative expertise;
  • Receives incoming deliveries and notifies appropriate recipient of arrival;
  • Sorts and processes incoming mail, contacts Federal Express, as necessary, to notify them of pickup;
  • Other duties as assigned.

Candidate Requirements:

• Knowledge, Skills and Abilities (KSAs) To succeed in the Administrative Assistant position, candidates should possess the following KSAs:
  • Required
    • Proficiency in Microsoft products (Word, Excel, PowerPoint and Outlook) and Adobe software;
    • Working knowledge of travel related and/or expense reporting software;
    • Able to analyze and develop solutions to numerous day-to-day administrative challenges;
    • Must be adept at providing clear, concise explanations, answers to questions, and accurately relaying messages;
    • Able to edit/format written correspondence, prepare e-mail messages and written documents such as letters and reports;
    • Able to maintain effective key business relationships with supported executive, other internal colleagues, and external contacts;
    • Adept at presenting a professional and incisive demeanor in communications with others; and acute attention to detail.
  • Preferred
    • Knowledge of standard office equipment (i.e., copier, scanner, telephone, postage meter).
  • Background Experiences
    • Associate’s degree in business administration or a similar related field;
    • Minimum 2 years in performing high level clerical or administrative skills

This is a full-time, non-exempt hybrid position which will require working at our Corporate office in West Chester, PA office at least two days per week. The incumbent is expected to be present and accessible for a minimum of 40 hours per week, subject to approved leave time, travel and other absences as described in the Employee Handbook or as otherwise agreed by the Company. The Company’s standard hours of operation are Monday through Friday, 8:15 a.m. to 5:00 p.m.

Equal Employment Opportunity Statement: AccessLex Institute provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.