What are the responsibilities and job description for the Legal Assistant / Receptionist position at AVA Law Group, PLLC?

Job Description

Description :

We are seeking a highly organized and detail-oriented Legal Assistant / Receptionist to join our team in Missoula, MT. In this combined role, you will be responsible for managing reception duties and providing essential legal support. This position requires excellent communication, multitasking abilities, and a strong understanding of legal terminology and office procedures.

As the first point of contact for clients and visitors, you will represent the firm professionally while managing administrative tasks that support the legal team. The role blends traditional receptionist duties with administrative and legal support functions to ensure the smooth operation of the office.

Receptionist Responsibilities :

Greet clients, visitors, and vendors in a friendly and professional manner.
Answer phone calls, direct inquiries, and take accurate messages.
Schedule and confirm appointments, including coordinating meetings between clients and attorneys.
Maintain a clean and organized reception area.
Manage incoming and outgoing mail, including documents, packages, and deliveries.
Assist with maintaining the office calendar and schedule management.
Ensure that all necessary forms, documentation, and office supplies are available to the team.
Perform general office duties such as filing, scanning, copying, and faxing documents.
Assist clients with check-in, forms, and general inquiries in person or via phone.

Legal Assistant Responsibilities :

Assist attorneys with preparing, drafting, and proofreading legal documents, including correspondence, pleadings, and discovery requests.

Maintain and organize client files, both electronic and physical, ensuring all documents are properly filed and up to date.

Prepare and file legal documents with courts, government agencies, or other parties, ensuring compliance with relevant procedures and deadlines.

Conduct basic legal research and gather information as needed for cases.

Assist in managing and tracking case timelines, deadlines, and court dates.

Communicate with clients, witnesses, experts, and other legal professionals to obtain necessary information and documents.

Prepare billing information and track time for client invoicing.

Assist with administrative tasks related to case management, including managing emails, calendars, and billing.

Note : This job description is not intended to be all-inclusive and is subject to change based on the needs of the organization.

Working Conditions :

Full-time position with standard office hours.

Some overtime may be required based on workload.

Benefits :

Health insurance

401K

Paid time off

Professional development opportunities

Additional Information :

This is a dynamic and varied role, ideal for someone who is eager to contribute to both the front-line client experience and behind-the-scenes legal support. We offer a supportive work environment and the opportunity for professional growth and development. If you are a proactive and reliable individual who enjoys balancing client-facing tasks with administrative responsibilities, we encourage you to apply!

Requirements :

High school diploma or equivalent required; Associate’s degree or paralegal certification preferred.

1-3 years of experience in an office environment, preferably in a legal or professional services setting.

Knowledge of legal terminology, documents, and procedures is highly preferred.

Strong communication and customer service skills, both written and verbal.

Ability to manage multiple tasks efficiently while maintaining accuracy and attention to detail.

Proficient in Adobe PDF Editor, Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and legal management software.

Strong organizational and time-management skills, with the ability to prioritize tasks.

Ability to maintain confidentiality and handle sensitive information with discretion.

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Legal Assistant / Receptionist

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