Scheduling Assistant

Summary:

The Scheduling Assistant is integral to the scheduling team, ensuring effective and efficient assignment allocation within the court reporting sector. This multifaceted role encompasses administrative, executive, liaison, and communicative responsibilities.

Administrative Duties:

• Conduct billing and data entry operations.
• Manage travel and accommodation arrangements, including bookings and quotations.
• Confirm daily assignments for independent contractors.
• Handle the acquisition, distribution, and organization of documents.
• Provide support to court reporters as needed.
• Implement time management and strategic planning.
• Exercise flexible and innovative thinking for problem-solving.
• Develop and maintain relationships with internal and external parties.
• Ensure transparency and prompt responsiveness to inquiries and feedback.

Job Responsibilities:

• Administer court document management, including filing and distribution.
• Process invoices and address related queries for contractors and vendors.
• Perform data entry for billing purposes.
• Review and manage contractor expenses, coordinating with Project Managers for any discrepancies.
• Issue weekly invoice reminders.
• Collect and document reporter availability.
• Confirm job assignments with contractors daily.
• Collaborate with Accounts Payable to resolve any financial inconsistencies.
• Supply the Sales team with travel and accommodation quotes.
• Arrange travel itineraries for remote work assignments.
• Maintain financial records, including receipts and a monthly expenditure spreadsheet.
• Record transcript delivery times.
• Support document amendment processes as required.

Interpersonal Management:

• Contribute effectively to team efforts, providing support where needed.
• Adapt to various situations with a flexible approach.
• Foster a self-motivated environment and assist team members.
• Resolve problems efficiently.
• Maintain positive communication with all team members and external contacts.
• Handle workload and priorities with professionalism.

Candidate Profile:

• Exhibits strong attention to detail.
• Has administrative experience.
• Prioritizes tasks effectively.
• Adapts quickly and thinks critically.
• Demonstrates enthusiasm and teamwork.
• Possesses excellent communication skills and manages queries with professionalism.

It is Epiq’s policy to comply with all applicable equal employment opportunity laws by making all employment decisions without unlawful regard or consideration of any individual’s race, religion, ethnicity, color, sex, sexual orientation, gender identity or expressions, transgender status, sexual and other reproductive health decisions, marital status, age, national origin, genetic information, ancestry, citizenship, physical or mental disability, veteran or family status or any other basis protected by applicable national, federal, state, provincial or local law. Epiq’s policy prohibits unlawful discrimination based on any of these impermissible bases, as well as any bases or grounds protected by applicable law in each jurisdiction. In addition Epiq will take affirmative action for minorities, women, covered veterans and individuals with disabilities. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. Epiq is pleased to provide such assistance and no applicant will be penalized as a result of such a request. Pursuant to relevant law, where applicable, Epiq will consider for employment qualified applicants with arrest and conviction records.