Administrative Specialist
Baker Botts

Dallas, Texas

Posted in Legal


This job has expired.

Job Info


Baker Botts, a full-service, leading international law firm recognized for our understanding of the industries we serve, is seeking an Administrative Specialist, who with minimal supervision, assists/supports the Office Administrator, managers, lawyers and staff as needed. Maintains positive contact with lawyers, managers, and staff in the Dallas Office; observes confidentiality of personnel and Firm matters. This is a full-time, non-exempt position, resident in the Firm’s Dallas, TX office.

Primary Responsibilities

Administrative Functions

  • Provides administrative support to the Office Administrator.
  • Oversees the process of onboarding and new hire orientation, to include HRIS data entry and parking setup.
  • Oversees the process for departing attorneys and staff, to include termination of parking. Prepares, reviews and ensures documents are reviewed with departing employee and uploaded to HRIS, accordingly.
  • Submits all data changes for attorneys and staff, via HRIS.
  • Planning, implementation and follow-up for all special events and annual holiday events, including but not limited to United Way, varying seasonal Holiday parties. Manage all logistics, such as venues, catering, attendees, invites, decoration and the like. Ensure Office Administrator is kept up to date of each event’s progress.
  • Manages and maintains the parking process and associated records of lawyers and staff who park in the firm contracted parking garages.
  • Reviews all timecards for discrepancies, makes necessary corrections and approves timecards on a daily basis.
  • Manages PTO requests.
  • Tracks notary expirations, collects and submits packets for renewals as needed.
  • Manages office gifts process for events such as anniversaries, birth of a child, flowers and memorial gifts. Other gifts as assigned.
  • General accounting functions to include reconciling invoices and preparing check requests.
  • Processes American Express bills and audits accounts monthly.
  • Corresponds with vendors.
  • Submits requests as needed to building management for general office related issues.
  • Posts Dallas Office Announcements to firm’s intranet.
  • Creates and manages reports in Excel and Powerpoint.
Database Management
  • Collaborates with Firmwide HR to ensure the accuracy of employee data in the firm’s HRIS system.
  • Runs audit reports and reviews information for all new hires, terminations, and promotions;
Recruiting, Hiring and Staffing
  • Manages the high school summer intern program including recruiting, hiring, and placement of interns.
  • Collaborates with firm staff recruiting team in drafting and posting positions for the Dallas office;
  • Coordinates with staffing firms on local positions;
  • Screens applications and forwards to appropriate person.
  • Conducts and/or schedules interviews and appointments with Managers.
Employee Relations
  • Assists in the coordination of secretarial services to ensure appropriate coverage for attorneys;
  • Reviews all timecards for Dallas staff and assists staff in reconciling discrepancies in timecards;
  • Assists Office Administrator with employee relations matter, such as educating staff on policies, where appropriate.
Other duties and responsibilities
  • Prepares PowerPoint presentations as needed.
  • Prepares Excel documents as needed.
  • Other duties and projects as assigned by Office Administrator or Partner in Charge
Supervisory responsibilities
  • Some supervisory responsibility over summer interns and temporary, temp-to-hire or full-time clerical staff.
Qualifications
  • Four year college degree in General Business or a related field is strongly preferred.
  • A minimum of (5) years of experience in a professional business environment with responsibility for a variety of administrative duties that required excellent communication and organizational skills, attention to detail, and advanced computer skills. Law firm or other professional service firm experience is desirable.
  • Strong computer and word processing skills are required; advanced MS Word, PowerPoint and Excel software as well as the ability to learn software is essential to the job.
  • Database management skills are required.
  • Human Resources experience is preferred.
  • Prior experience in a law firm is preferred.
  • Attention to detail and strong organization skills are essential to this position.
  • Strong written and verbal communications skills are required, as is the ability to draft correspondence independently.
  • Interpersonal skills are essential in order to communicate effectively and to follow instruction from a diverse group of lawyers and staff and to provide information with courtesy and tact.
  • Strong problem-solving skills are required.
  • Ability to perform detailed work accurately, thoroughly and consistently is required.
  • Ability to efficiently multi-task is required.
  • Ability to train individuals is required.
  • Ability to make sound judgment in staffing of projects and in dealing with employee issues is required.
  • Ability to maintain confidential data is critical to success in this position.
  • Professional appearance and demeanor is required at all times.
  • Ability to take initiative where appropriate.
  • Flexibility to adapt to quickly changing priorities.
  • Flexibility to work additional hours as needed.
Fiscal responsibility
  • Reconciles invoices and prepares check requests for Managers’ approval. Assists Office Administration with preparation of office budget.
  • Extent of Contact (Within and outside the Firm)
  • Extensive contact with staff, lawyers and vendors.
Physical Demands
  • This position requires a solid attendance record and working at a computer for long periods of time; lifting up to 15 lbs.; and bending and walking. Heavy telephone and face-to-face communication with applicants, vendors, lawyers and staff.
Working Condition and Environment
  • This is a full-time position with a standard 37.5 hour work week. Flexible schedule as approved by the Office Administrator.
  • Must be available to work occasional weekends and evenings to meet job requirements.
  • This position is hybrid with a majority of days worked in the office.
Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state or local law.


This job has expired.

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