At Kitay Law Offices, The Law Firm With a Heart, we are committed to delivering exceptional legal services while creating a supportive and collaborative workplace. Our team is guided by three core values:
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5-Star Client Experience
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Stronger Together
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Committed to Excellence
We are seeking a highly organized, customer-focused Legal Assistant – Front OfficeDocument Specialist to serve as the face of our firm while supporting our attorneys and staff through document management, client service, and administrative coordination.
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Serve as the first point of contact for clients, visitors, vendors, and court personnel.
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Answer and route incoming telephone calls professionally.
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Schedule consultations, appointments, and meetings.
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Maintain a welcoming reception area.
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Deliver a compassionate, professional, and responsive client experience.
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Process incoming mail, faxes, emails, scans, and electronic submissions.
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Scan, upload, index, and organize documents within Foundation AI and case management systems.
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Verify documents are accurately classified and linked to the correct case files.
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Monitor document workflows and resolve routing or indexing issues.
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Maintain organized electronic and physical records.
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Ensure compliance with confidentiality and document retention standards.
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Assist attorneys and staff with day-to-day administrative tasks.
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Prepare routine correspondence, forms, and legal documents.
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Maintain client and case information in firm systems.
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Manage shared mailboxes and distribute communications appropriately.
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Coordinate calendars, conference rooms, and office communications.
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Receive, sort, and distribute incoming mail and deliveries.
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Coordinate outgoing mail, courier services, and certified mail.
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Monitor office supply inventory.
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Assist with office projects, team events, meetings, and training initiatives.
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Support payment collection and related recordkeeping activities.
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High school diploma or equivalent.
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Prior office experience.
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Strong organizational and multitasking abilities.
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Excellent customer service and communication skills.
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Strong attention to detail and accuracy.
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Ability to maintain confidentiality and professionalism.
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Ability to learn technology and adapt to new systems and processes.
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Experience working in a law firm or legal environment.
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Criminal Justice education or related experience.
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Experience with legal case management software.
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Bilingual Spanish/English skills.
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Additional education beyond high school.
Experience with the following is helpful:
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Microsoft Office Suite
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SmartAdvocate or similar case management software
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Foundation AI
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Adobe Acrobat
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Multi-line phone systems
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Calendar and scheduling software
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Document management and scanning systems
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Payment processing platforms
We're looking for someone who:
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Thrives in a fast-paced environment.
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Takes ownership and initiative.
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Demonstrates empathy and professionalism with clients.
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Works well independently and collaboratively.
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Maintains composure while handling sensitive legal matters.
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Embodies our values of client service, teamwork, and excellence.
At Kitay Law Offices, you'll be part of a team that truly cares about its clients and each other. We offer a collaborative culture, opportunities for growth, competitive benefits, and the chance to make a meaningful impact every day.
If you're passionate about helping people, staying organized, and creating outstanding client experiences, we'd love to hear from you.
