Position Summary:

The Legal Administrative Assistant/Receptionist, under the supervision of the Office Administrator, is responsible for performing a wide variety of services to all legal and non-legal staff in a manner which will ensure good working relations and fulfill business needs and guarantee excellent customer service.

Responsibilities for Legal Admin:

• Answer incoming phone calls and facilitate the handling of requests for information. Evaluate telephone calls in terms of importance and use judgment to take action such as interrupting attorneys or notifying others.
• Prepare documents using a personal computer. Apply basic and advanced features of software packages used in an accurate manner. Work from dictation, rough drafts or notes provided by others, and handle preliminary research of information needed for completing correspondence. Prepare grammatically correct correspondence for signature of the timekeeper.
• Assist in maintaining accurate and up-to-date calendars for assigned timekeeper(s). Coordinate changes in meeting schedules using independent judgment and knowledge of overall priorities and in concert with helping timekeeper be as productive as possible. Receive guidance on selection of off-site meeting facilities, material and equipment needed, and food/beverage requirements. Handle the scheduling of all individuals involved in case-related events, i.e., depositions, hearings, etc.
• Greet visiting clients and guests. Notify appropriate individuals on arrival of guests and provide general assistance to guests.
• Open, sort and distribute incoming mail for timekeeper(s). Prepare outgoing mail, including overnight express. Use judgment and initiative to determine to whom to refer faxes and urgent mail in absence of timekeeper.
• Make travel arrangements for timekeeper(s), working from general instructions on destination, purpose of travel, and knowledge of travel preferences. Coordinate travel advances and prepare travel expense reports working from travel itineraries, receipts and notes of timekeeper.
• Perform administrative responsibilities such as: prepare information to open and close client files, maintain filing systems, maintain databases, etc. Conduct a preliminary investigation of possible conflicts regarding newly assigned cases. Handle the billing procedures for timekeeper(s).
• Work independently or under general direction to complete special project assignments
• Manage legal documentation and correspondence in strict confidence.
• Ability to correspond with counsel, court and clients.
• Assist with accounting, billing and timekeeping needs.
• Answer the phone in a timely manner and direct calls to the correct office and individuals.
• Create and manage both digital and hard copy filing systems for assigned attorney(s).
• Implement and improve upon administrative processes for more efficient workflow.
• Perform various other duties as assigned.

Skills and Abilities

Knowledge and understanding of Microsoft Office programs.

Experience and knowledge must demonstrate aptitude for learning and use of other office productivity software for presentations, databases, scheduling, and e-mail. Knowledge of the various court requirements for filing documents and knowledge of e-filing.

Excellent verbal communication skills. Possess written communication skills enabling independent handling of routine correspondence and proofreading of complex letters, reports, and other documents.

Ability to organize and prioritize work. Tact, diplomacy, and sensitivity to respect confidential information.

Ability to work cooperatively and professionally with timekeepers, co-workers, supervisors and Office Administrator.

Work schedule flexibility, including availability for overtime.

Excellent interpersonal and communication skills.

Exceptional customer service skills and professional phone manner.

Ability to take direction and work independently with little or no supervision.

Work schedule flexibility, including availability to work overtime.

Qualifications

• Bachelor's degree preferred, but high school diploma accepted with some college or equivalent work experience
• 2+ years of experience as a Receptionist and/or Administrative Assistant
• Knowledge of spreadsheets and word processing documents
• Ability to create organized filing system
• Exceptional customer service skills and professional phone manner
• Proficient in Microsoft Office