Legal Administrative Assistant/Receptionist

Position Summary: Part Time with possible Full Time

McLeod & Rigel, P.A. is a law firm seeking to add an office assistant with the opportunity for advancement. This fast-paced professional environment requires outstanding organizational skills, attention to detail and the ability to work independently for our team. Prior experience in a Legal Office and with legal client filing preferred.

The Administrative Assistant supports the office and team with various administrative tasks, phone screening, proofreading documents, managing facilities, handling invoices, mail, scheduling meetings, and assisting with marketing duties. The Assistant must be efficient, flexible, and experienced in diverse administrative responsibilities. Requires a candidate that is highly detail oriented.

• Assist with and ensure quality of client deliverables – Format documents, presentations and reports in Word, PowerPoint and Excel to meet Firm’s policies and standards. Proofread and edit documents. Maintain client information in and input prospect information into system. Perform client billings and monitor accounts receivable. Ensure electronic filing systems are maintained and comply with Firm’s standards. Ensure security, integrity, and confidentiality of data. This position always requires a signed Nondisclosure Agreement on file during employment.
• Provide administrative duties and ensure the office is operating efficiently – Perform general support duties such as scanning, shredding, processing mail (incoming and outgoing), printing, shipping, deliveries, errands, office supplies, and receptionist duties. Manage multiple calendars. Arrange meetings, conference calls and video conferences using Outlook and Zoom. Process invoices for payment and oversee corporate credit card. Maintain and stock common areas such as workroom, supply room, conference rooms, and community kitchen and snack areas. Troubleshoot technology hardware and software issues as needed to assist attorneys and staff.
• Maintain facilities and equipment – Manage relationships with vendors, service providers and other outside resources. Coordinate with IT department on all office equipment and maintain local inventory, storage, and distribution of equipment. Coordinate cleaning and basic facility maintenance, as well as office equipment repairs and maintenance.
• Perform data entry and copywriting tasks – Enter data into Excel or other database systems. Perform research and compile data. Experience with LEAP, Time Matters and QuickBooks Online is a plus.
• Other duties assigned and work schedule is on an as needed basis.

Work environment

Work to be performed in an onsite office setting. Open Monday - Friday 8:30 AM - 5:30 PM.

Hours

Minimum of 5 to 7 hours per day. 25 hours per week.

Physical demands

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift at least 20 pounds or more at times.

Required education and experience

· Bachelor’s degree in business administration or similar area preferred.

• Minimum 3 years' experience in editing/proofreading documents preferred.
• Minimum 3 years’ experience in a professional office environment required.
• Minimum 3 years’ Legal Office management experience preferred.
• Proven proficiency of data entry skills.
• Experience with various office equipment including printers, scanners, copiers, and video conferencing required.
• Advanced Microsoft Office skills required including Word, Excel, PowerPoint and Outlook with experience coordinating calendars.
• Experience overseeing/coordinating services such as catering for office events, administrative matters, travel, technology, etc., preferred.
• Experience with video conferencing applications including Zoom, Microsoft Team’s, Webex, etc., preferred.

· How to Apply:

· Resume

· References

· College transcript (unofficial)

· Results from a 1-minute typing test (www.typing.com)

· Job Types: Part-time to start/As needed/Possible Full Time after 90 days

· Pay: Starting salary is experience dependent

Join our team as a Legal Administrative Assistant and embark on a rewarding career path where you can utilize your administrative skills while gaining exposure to various aspects of the legal field.

Job Type: Part-time

Pay: $14.00 - $16.00 per hour

Expected hours: No less than 25 per week

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Travel requirement:

• No travel

Experience:

• Microsoft Office: 3 years (Preferred)
• Legal administrative: 3 years (Required)

License/Certification:

• Paralegal Certificate (Preferred)

Ability to Commute:

• Hattiesburg, MS 39402 (Required)

Ability to Relocate:

• Hattiesburg, MS 39402: Relocate before starting work (Required)

Work Location: In person