Job Overview
We are seeking a dynamic and detail-oriented Legal Receptionist/Administrative Assistant to join our professional team. This vital role combines front desk responsibilities, including initial client intake, with comprehensive administrative support, ensuring the smooth operation of our legal office. The ideal candidate will be energetic, highly organized, and possess excellent communication skills, both bilingual and monolingual candidates are encouraged to apply. You will serve as the first point of contact for clients and visitors while managing a variety of clerical and office management tasks with efficiency and professionalism.
Applicant must live in Caldwell County or nearby. Inclement winter weather in higher elevations must not prevent applicant from being able to attend work.
Client information is confidential. Applicant must be able to protect the privacy of clients both on the job and off. Applicant must be open-minded and able to work in an office with three other legal assistants/paralegals, to recognize and understand the heightened need for 2accuracy in the legal office setting, to learn from mistakes and prevent similar mistakes from re-occurring, and to work in a busy environment with clients who are often experiencing high levels of stress.
Job Description:
- In-person position, every weekday 8:00 AM until 5:00 PM.
- Greet clients, visitors, and vendors warmly at the front desk, providing exceptional customer service and maintaining a professional office atmosphere.
- Diligently and thoroughly document all material events including interactions with clients, using internal firm email and case management system.
- Answer incoming calls from multiple telephone lines and emails from clients, prospective clients, opposing parties, opposing attorneys, and other related individuals.
- Schedule appointments, coordinate calendar management, and organize meetings for attorneys and staff
- Transmit messages to staff and attorneys clearly and accurately.
- Set up and maintain client files, make and confirm appointments, and communicate clearly and compassionately with clients and other individuals involved.
- Perform data entry, filing, and document proofreading to ensure accuracy and confidentiality in all legal documentation
- Receive and receipt in money to operating and trust accounts. Payments are processed online and can be made by cash, check, or credit/debit card.
- Manage multi-line phone systems, screen calls, take messages, and direct inquiries appropriately using proper phone etiquette
- Maintain office supplies inventory, and assist with billing processes
- Utilize Microsoft Office Suite (Word, Excel, Outlook) and to prepare correspondence.
- Support office management tasks such as organizing files, managing incoming mail, and overseeing general clerical duties including typing and proofreading
Qualifications
- Proven experience in an office environment, preferably within legal or medical settings such as dental or medical reception roles
- Position involves the daily use of email, intra-office systems, Microsoft Office, MyCase, and LawPay, so experience with these applications is vital.
- Excellent organizational skills with the ability to multitask efficiently in a fast-paced setting
- Demonstrated customer service excellence with professional phone etiquette and interpersonal skills
- Prior experience with calendar management, appointment scheduling, and personal assistant responsibilities is preferred
- Knowledge of office management procedures including filing systems, proofreading documents, and handling confidential information
Join us in delivering outstanding administrative support while fostering a welcoming environment for clients. This role is perfect for proactive individuals eager to grow their career in a vibrant legal office setting.
Job Type: Full-time
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- AD&D insurance
- Free parking
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Parental leave
- Profit sharing
- Retirement plan
- Travel reimbursement
People with a criminal record are encouraged to apply
Work Location: In person
