Job Description

Schedule: Mon-Fri, 10am to 7pm

Location: Hybrid with 2 days onsite (Columbus, OH)

The Senior Administrative Associate/Doc Associate (Dual) provides a variety of direct administrative support functions to a site, office and/or client, which may include tasks such as document processing, proofreading, expense reports, time entry, calendar and phone management, invoice entry, and opening client matters. The Senior Administrative Associate (Dual) will be a proven subject matter expert that will assist with training, operational process improvements, and provide thought leadership to the wider team of Admins. In this dual role, the ideal candidate will also have the following skill sets: MS Word, Redlines, MS Excel, PowerPoint, Visio, Adobe Acrobat, Conversions and transcriptions.

(* denotes an “essential function”)

• *Perform work in administrative support, including, but not limited to, answering phone lines, providing customer service, supporting specialized projects using established procedures, standards, and formats to edit, proof, convert, create, transcribe or otherwise complete document production requests and data entry for expenses/time/invoices and other areas as needed.
• *Opening client matters and/or performing client conflict checks.
• *Utilize appropriate logs and/or tracking software for all administrative support work.
• *Ensure that job tickets are properly filled out before beginning work.
• *Thoroughly assess job requests and ensure appropriate completion of job tasks throughout task lifecycle.
• *Create reservations/scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge), docket management, document/email management, proforma review, new matter management.
• *Communicate with team members, lead, supervisor or client on job or deadline issues.
• *Meet contracted deadlines for accepting, completing, and delivering all work.
• *Troubleshoot complex software or hardware problems.
• *Answer telephone, emails, and place service calls when needed.
• *Interact with clients over the phone, via video or electronically.
• *Assist in developing training plans and process maps for the administrative operation
• *Deliver direct support training plans to a team of Admins
• *Serve as a subject matter expert and resource for junior direct support employees
• Prioritize and manage workflow.
• Perform quality assurance on own work and work of others.
• Train junior staff members, as needed.
• Help to foster a proactive environment of continuous service enhancement and relationship building with the client.
• Adhere to Williams Lea policies in addition to client site policies.
• Use equipment and supplies in a cost-efficient manner.

Working conditions

• Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site.
• Ability to work overtime as needed.
• Work is performed in a professional work environment.
• Business casual attire required.

Qualifications

• High school diploma or equivalent education
• Minimum (3) years administrative support experience in a professional organization, preferably in the legal or banking industry; or experience performing administrative duties for a Williams Lea client operation for a minimum of (2) years or more. Formal education and/or training may be considered in lieu of experience
• Advanced skills in the use MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills
• Familiar with other software programs for providing administrative support
• Strong attention to detail; able to work on multiple projects simultaneously
• Must have good organizational skills
• Must be able to meet deadlines and complete all projects in a timely manner
• Ability to handle sensitive and/or confidential documents and information
• Ability to make independent decisions that conform to business needs and policy
• Ability to troubleshoot complex or advanced tasks or concerns independently
• Ability to discern when a problem or issue requires escalation to the supervisory level
• Ability to maintain professional composure when working with immediate deadlines
• Ability to work both independently and collaboratively as part of a team
• Ability to work in a fast-paced environment
• Ability to communicate professionally both verbally and in writing
• Demonstrate proficiency in using equipment/technology/software and hardware necessary to perform job functions
• Must be self-motivated with a positive attitude
• Proven customer service skills are required to create, maintain, and enhance customer relationships

Job relationships

• Internal: This position works closely with administrative associates and administrative services team members
• External: Clients

Additional Information

The rate of pay range for this role at the noted RRD location is $22 to $26 / hour. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

\ #WLOH

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

RRD is an Equal Opportunity Employer, including disability/veterans