Responsibilities Question (Sorry, it's very long)

I am a receptionist in a large law firm. There are 5 of us in my group and we each have varying responsibilities. I've been at my job 9 long, long years and have shown a constant interest in advancing. I attend every training session that is made available to me and take on many projects outside the scope of my job requirements. I've become an active member on our Social Planning Committee, the Firm's go-to photographer, helped to personally cater events and still have all my work done in a timely manner. I volunteer to work all after hours events (for instance greeting and directing guests at firm sponsored events) and have declined OT once in 9 years. I've never ever been reprimanded for poor work performance or written up or ever received a bad or even mediocre review. I've been told time and again that they would like to continue my training so that I could advance- perhaps in to HR or recruiting or becoming a legal secretary. The pay increase would be substantial. 2 years ago, I was asked to take on the responsibilites of administrative assistant to a firmwide department manager. This came with no change in title or pay, but I still took it on. I do all the day to day things for him- managing his calendar, inputting his time, booking travel, coordinating with the members of his department, drafting memos, etc. The only thing I am not capable of doing is routing his phone calls since I am still at reception and I have no free lines available. I have never heard one complaint about the nature of my work and none of my other work has suffered as a result of this added responsibility. I have also taken on similar responsibilities for the people in his department (30+ people, though the work is not on a daily basis). I have taken care of reimbursements, travel arrangements, inputting time, conference room reservations, scheduling meetings, etc. Additionally, last month another firmwide manager's secretary had gone on maternity leave. I was given many of her responsibilities to handle- reimbursements, ordering of office supplies, scheduling meetings for the manager she works for, etc. Again, everything BUT routing the phone calls. Again, this has not impeded my work in any way. 2 weeks ago, I was out of the office on scheduled vacation. This was placed on the public calendar, cleared with my manager, and my out of office assistant (for e-mails) was put on to notify anyone who wasn't aware. As I am a receptionist and NOT a secretary, I am not given the rights to access my e-mail account at home, though I have made my personal e-mail address available to both managers should they need assistance after hours. I check my personal e-mail regularly as it is connected to my phone. The director that I work for had e-mailed me (on my work address) during this time to make some travel arrangements and book a conference room. When I am out of the office, another secretary is assigned to assist him, however this time the secretary that is usually assigned was not in the office either. The manager then contacted our secretarial services department for help. Our secretarial services department consists of a manager, supervisor, and assistant. He reached the assistant and she offered, well, assistance. She said she would look into making the arrangements on his behalf. When I returned to the office on Monday, she asked me for help with the requests made by the manager when I was out. I offered to handle them since I was back at work, but she declined saying it was a learning experience which is always helpful. I walked her through his preferences for both requests (a meeting with vendors and travel arrangements) and answered several questions for her over the next week. Since then, she has taken over doing all work for him. She has just contacted me for help booking another travel arrangement (one which I have already made) and asking more about his preferences in general. To be honest, it took me back a little. He has not mentioned anything to me either way- good or bad. Nor has my boss with whom I've spoken to at length several times this week. We had a special events meeting yesterday and I would imagine if there was a change in status that she would pull me to the side and mention it.

So, I don't know, my question, I suppose is... should I worry? Should I be on guard? I just have recently been feeling really good about my work, tired but good. I had a fantastic review in May (though I don't get reviewed from the director I work for, but from my department manager), but with my office you just never know. I really thought that working for him would let me show them what I can do and hopefully advance me further. I'm awfully tired of being a receptionist. I don't belong here. I'm just very disheartened and I don't know if I'm being ridiculous or not. Please don't quote. Thanks for reading if you got this far!

Re: Responsibilities Question (Sorry, it's very long)

do you speak up at work?

Re: Responsibilities Question (Sorry, it's very long)

Message edited 7/11/2013 3:58:03 PM.

Responsibilities Question (Sorry, it's very long)

I would look for a new job as an admin. Receptionist generally only answer phones and do light office work. They are taking advantage of you

Re: Responsibilities Question (Sorry, it's very long)

Posted by halfbaked

And I feel like they aren't going to let me go from reception because I do good work and I don't complain everytime they pile more responsibilities on me.

ETA: We were all so afraid of losing our jobs that we'd shut our mouths and take a lot more than we would've before or probably should've. It set a bad precedent and I don't know how to get out of it.

Message edited 7/13/2013 12:49:58 PM.

Re: Responsibilities Question (Sorry, it's very long)

IMO, you need to request a formal meeting.

Be very professional about it.

Bring notes, type up a proposal of what you would like to do and discuss being compensated for it.

For the most part, this has worked for me in the past at my last job. Note: some things took a little longer to put in place.

And they are run by the old-boys network.

Note: I did end up leaving there though because the environment was pretty cut-throat.

On that end, I agree with the others that you should be putting your feelers out at the same time. I know at my last company too they had similar mentality with letting people advance who were overqualified for what they were doing. It was voiced to me on more than one occasion by a superior.

Re: Responsibilities Question (Sorry, it's very long)

Thank you all for your responses. I mean, I KNEW this all already, but it's scary out there. I got this job through my MIL back when she was just my b/f's mom and I've always felt obligated to stick with it. I do really like my office. It can suck sometimes, but there are a few near and dear that I really like, they pay me very well for being a "receptionist" (though as I said, a change in title would equal a substantial pay increase), and it's very convenient as far as commuting and everything. Also, I obviously feel very secure here, a little bit too much at times. DH and I are looking to buy a house at the end of the year and I dither back and forth as to whether I should just be happy that I have a very secure job for the time being that I'm relatively happy with or to look elsewhere for more pay (which isn't a given since despite my responsibilites, I only have experience as a "receptionist") with less stability.

I have mentioned that I would like to move forward and am interested in any more training they have for me. I even mentioned it on my self evaluation just this past May. I just don't know how to approach my boss about this, especially since several secretaries were let go last week. We fired so many people and we never rehired, so I feel like why would they hire ME as a secretary when they're not even looking for one, KWIM? Actually, there is ONE secretarial position open but it's for someone who is SO toxic that I've been advised by everyone NOT to apply. I don't think any secretary has lasted the 3 month probationary period with her. Ugh, it just sucks. I feel so stuck!

Responsibilities Question (Sorry, it's very long)

I think you should consider submitting a transfer request to HR if you are serious about switching departments. Meetings with your manager/boss are all fine and great, but they need a formal request from you. Do you check your website often for open positions? Sending you fm

Re: Responsibilities Question (Sorry, it's very long)

I worked at a large law firm for almost 9 years as an associate attorney, and one lesson I took away from it is that you have to be your own advocate. Even if you do top-notch work, people in a large firm are too busy with their own stuff and covering their own a$$ to really take the time to reward you for your achievements and focus on your career development. So I completely agree that you need to speak up on your own behalf, and I also agree it would help to create a written proposal about what extra work you've taken on and why you believe you would be a great candidate for promotion (and it sounds like you would be!).

But in a law firm environment, I know it's also very political. It's important to have friends/mentors who have "pull" and are willing to exert it for you. So I would think who can best help you get to where you want to go -- is it your immediate superior, or the person you've taken on extra work to help, or someone else?

You seem concerned about how it would appear to ask for a raise/promotion in an environment where people have recently been laid off. But I would also address this with whomever you set up a meeting with... acknowledge that there have been layoffs and maybe try to get a sense of whether promotion is a possibility, and if not, is it due to current firm economics, or is it that they will never consider promoting you? If they think you are a good candidate for promotion and say it's just not a good time with the current state of the firm, you MAY want to stay for awhile (if you like it) and see how things pan out. But let them know that you WANT to be promoted and will continue to seek training opportunities, and maybe ask for periodic meetings to revisit the possibility of promotion so it doesn't just drop. If they don't plan to ever promote you, they may be very honest with you. I haven't known large law firms to be warm and fuzzy places! LOL.

If you decide to look elsewhere, I wouldn't assume you have little chance of getting a position beyond a receptionist. I know that's your current title, but it sounds like your responsibilities go way beyond that and that should be something you can make clear on your resume, in your cover letter, and in interviews.

Good luck!

Re: Responsibilities Question (Sorry, it's very long)

You are totally being taken advantage of...you are doing the work of many people of many different positions. You've been there for 9 years???!! Either speak up, or its time to move on. Good luck!!

Re: Responsibilities Question (Sorry, it's very long)

Re: Responsibilities Question (Sorry, it's very long)

Honestly, its time to move on. You deserve so much better. I can tell by your writing that you would do great as a legal secretary. Go for it, make the move! You're obviously not appreciated where you are.

Re: Responsibilities Question (Sorry, it's very long)

Hey everyone! Sorry for not responding right away. We had a work party and then I was away for a few days for a friend's birthday.

So, the director I work for continued to go to the assitant from secretarial services for help. I didn't say anything until one of the attorneys the director works closely with came up to me and said "So, I heard you got penalized." I was so taken aback by that, I actually didn't even respond. I just stared at him. Then he went on to say that I wasn't working for Scott anymore and I just said "Well, this is the first I'm hearing." But after that, I went to speak to my boss. I didn't have the balls to speak to the director... directly.

So I explained the situation to my boss, but I put a nice spin on it, just asking if there was anything that I did wrong and wanting to correct it. She told me once again that my work is above reproach and that she'd speak with the director to make sure there were no issues. I told her I don't mind having the girl from secretarial services help, I just felt like it was steps backwards. She said that it wasn't really mine or Scott's place to assign assistance and that if it turns out he did have an issue, we'd discuss it further. So, I guess she spoke to him last night (or maybe the attorney did? Because my jaw must've hit the desk) and he apologized to me this morning and said he was embarassed... which made me even more embarassed. I don't know... I hate to be the kind of person who is crying "She stole my work and she won't give it back!" and throwing a temper tantrum. I really like the girl, too, and we work closely together so I hope she wasn't reprimanded or anything.

::Sigh:: I felt crappy before I said something and I feel crappy now that I have.

About getting a new job.... I know. It's something I should've been doing a long time ago. And I did, I'd redo my resume and apply some places and get disheartened and then give up. It's tough though because I feel like most people don't look past "receptionist" and won't consider me for a better position even though I'm more than qualified. And I don't want to start from scratch again and wind up spending another 9 years doing this again. And if I venture outside the legal field, that means a huge paycut. I do make a very good salary for a receptionist (though as I mentioned before, a legal secretary would give me a substantial pay increase) and I am VERY secure in my job. Clearly. lol! But, the security is good for now. DH and I want to buy a house at the end of this year and start TTC in early 2014. DH and his FIL just started a flooring company in April 2012 and while business is booming and they've more than made up anything they put into it, it's still a little nerve wracking. Being self employed is terrifying! But that's another thing, DH is being groomed to take over a majority of the company when his father retires. When I tell DH of my job woes, he tells me to hold on because in a few years I won't need to work... or at least not doing THIS. I don't know how well everyone knows me, but my passion is baking and cake decorating. My mom and I would love to open a bakery or something of the sort and that could very well be a reality in the future, but it doesn't help me now and I don't want to rely on a future that might never happen. So I don't know if I SHOULD look for a new job. There's pros and cons to both sides. Ugh. Thanks for reading, any advice is welcome. I know, I'm stuck between a rock and a hard place.

Re: Responsibilities Question (Sorry, it's very long)

Responsibilities Question (Sorry, it's very long)

I don't want to quote you (in case you ever want to delete for some reason and especially because its about your place of employment) but what you responded to Christine about - how you don't want to be forceful etc ... That's generally the same fears or mentality women have in careers and men do not. It's why men tend to get ahead faster. They don't just accept things and try to please and generally aren't afraid to shake things up (not saying this is you, but women in general when it comes to the workforce).

Women are mostly conditioned to even speak in a pleasing manner or use words at the end or beginning of sentences or proposals that men do not - such as, "if it's any trouble... " or "I don't mean to be a bother... " or "if it's ok with you.." or "if you can't do this, I understand"

People (women) don't realize this because its so ingrained in us (me too).

I think you need to call a meeting and swing it this way ... Make it about your long term career goals within THAT company. Not in general, but for your employer. Does that make sense? Try to come up with a plan of action to get ahead and where you want to be and in what title and propose it.

I think because you're in great standing, it will go over well. Maybe even see if you can take some courses to give you more backing.

All of this said.. I do get not wanting to move just yet due to life. When home buying, they like and need to see steady employment for a nice duration of time.

Sometimes you have to be your own advocate. And sometimes you need to think outside the box. Maybe there's a position that you could create and propose? Something that is lacking and would give you a bigger purpose and more responsibility and a better title.

Have faith in yourself and your abilities. Do some thinking. You're obviously an asset and you can use that to your advantage for your own goals there.

You can do it! :)

Responsibilities Question (Sorry, it's very long)

As far as baking - get some business courses. If you ever want to do that, SBA loans like to see some coursework for business or relatee industry experience. Maybe even get a gig or mentorship at a well-know. bakery.