At Lawrence & Associates, Receptionists are the face and voice of our firm. When calling in, our clients almost always hear a receptionist’s voice first, and when entering the office our clients see the receptionist before anyone else. The Receptionist is the first point of contact for the entire firm, which requires a positive attitude and polished, professional appearance. This position will multi-task a variety of front office activities, with the majority of the receptionist’s time going toward interacting with our clients, vendors, opposing counsel, and others by phone or in person. As a result, an outgoing attitude and love of interacting with others is critical.
Lawrence & Associates is a mid-sized law firm that fosters a team atmosphere, and receptionists will occasionally be asked to assist other team members. For example, if a paralegal is sick, the receptionist may be asked to review incoming faxes and mail for the affected attorney, so nothing slips through the cracks during the paralegal’s absence.
Essential elements of the job require the receptionist to be able to: endure prolonged periods of sitting; communicate clearly and effectively in person and in writing; communicate by telephone; travel occasionally within the Greater Cincinnati area; kneel, bend, and twist; carry at least twenty-five pounds; have the dexterity to use a computer and handle large volumes of paperwork, and; have the visual acuity to see, read, and proofread from a computer screen.
MAJOR DUTIES AND RESPONSIBILITIES:
- Welcome on-site guests. When anyone comes to Lawrence & Associates, they should be treated like a guest in one’s home. Greet them at the door, determine the nature of their business, find them an appropriate seat, offer them a beverage, give them any materials they need for their appointment, and notify the appropriate firm personnel.
- Answer incoming telephone calls. When answering the phone, a friendly, happy, and polite voice can make a caller feel secure and pleased with our firm. Find the identity of the caller and the purpose of the call, and clearly relate this to the appropriate firm personnel. If the call cannot be forwarded to the appropriate personnel, take a message or (if the caller requests) transfer the caller to voicemail.
- Scheduling Appointments. The receptionist has access to the entire firm’s calendar and will often schedule appointments for attorneys both within and outside the firm’s premises. In addition, the receptionist will sometimes schedule appointments for clients outside the firm’s offices, usually at medical examinations or at depositions.
- Draft documents from templates with limited original writing, including letters and some legal documents. For anything originally drafted by the receptionist, the firm expects the receptionist to proofread the work, including checks for proper spelling, grammar, and formatting.
- Client Documents, Mail and Faxes. Receptionists are the first point of contact for all incoming physical mail, client deliveries & electronic faxes. It is their responsibility to identify and deliver each document they receive (whether electronic or physical) to its intended recipient in a timely fashion. All physical documents received are to be converted to an electronic PDF by reception at the time of arrival.
- Office Maintenance. The receptionist is responsible for the presentation of the waiting area and conference rooms throughout the day. Before placing clients in a conference room, make sure the lights are on, the room is in order and the area is clear of debris. They are also responsible to keep items stocked for continual office use, including, but not limited to: intake folders, stamps, & medical record release “HIPAA” forms.
- Calling Clients. The receptionist will be asked to call clients in order to remind them of upcoming appointments and to collect updates. The receptionist is expected to be prepared with some knowledge regarding the call in order to answer simple questions that the client may have.
- Clerical Duties. The receptionist will be required to perform data entry in Smart Advocate and on internal reports.
- The receptionist may perform other similar or related duties which may not be specifically included within this position description, but which are consistent with the general level of the job and the responsibilities described.
KNOWLEDGE AND SKILLS
Within the 90-day probationary period, the receptionist is expected to become proficient with Smart Advocate and the following Microsoft products: Windows, Word, Excel, and Outlook. The receptionist must also be familiar with the use of the office’s computers, copiers, fax, and telephone systems. The receptionist must be able to show a high level of customer service in phone and in person interactions. Finally, the receptionist must be able to describe the appropriate way to identify incoming documents from any source, and to get those documents to the appropriate staff member in a timely manner.
To perform this job successfully, you must be able to perform each essential duty and responsibility satisfactorily. The requirements are representative of the knowledge, skill, and/or ability required. If you suffer from a disability and require a modification in how the above essential operational and leadership duties and responsibilities are carried out you should request a reasonable accommodation from your manager and Human Resources.
Benefits:
- Health care stipend
- Accrued PTO
- Parental leave
- Firm paid short term disability
- Options for long term disability and life insurance
- 401(k)/profit sharing
- Flex hours
- Friendly and small office environment
Location: Fort Mitchell, KY
Job Type: Full-time
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Pay: Starts at $15.50/hr. Offer will be based on experience and qualifications.
Job Type: Full-time
Pay: From $15.50 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health savings account
- Life insurance
- Parental leave
Work Location: In person
