Demo

Administrative Assistant

Claxton Law Firm, PLLC
Midvale, UT Full Time
POSTED ON 2/13/2025
AVAILABLE BEFORE 4/12/2025

Administrative Assistant UTAH - Printing & Shipping Responsibilities

General Description:

The Printing & Shipping Specialist is responsible for managing and coordinating the printing, preparation, and shipping of physical documents related to the firm's legal cases.

This role ensures that packages are processed efficiently, shipped within the established deadlines, and meet quality standards for delivering documents to clients, courts, and other entities.

Additionally, the specialist may provide comprehensive support to the Operations and Legal Manager in administrative tasks, such as managing trackers and handling digital or physical documents.

The position also includes general oversight of the Utah office, acting as a reliable and efficient support, primarily ensuring the correct management of assigned documents for the firm.

Main Responsibilities:Printing & Shipping (Primary Role)

  • Prepare client document packages as instructed, ensuring compliance with verification checklists provided by the Operations Department. Act as a quality control filter to detect potential errors.
  • Ensure the timely processing and shipment of documents to the appropriate offices and external entities.
  • Maintain records of sent documents, track deliveries, and confirm receipt when necessary.
  • Receive, classify, and distribute incoming mail and packages to the relevant departments or individuals.
  • Manage the inventory of printing and shipping supplies, ensuring adequate levels for smooth operations.
  • Coordinate with courier services and postal offices for shipping logistics.
  • Exceptionally, and only in urgent cases, personally deliver and send legal packages or documents using a personal vehicle. In such cases, the company will cover fuel and mileage expenses.

Billing & Collections (Support Role, As Needed)

  • Provide occasional support in updating and maintaining the collections register.
  • Assist in contacting clients regarding payment inquiries or agreements when required.
  • Issue invoices, receipts, and collection letters as needed, ensuring proper record maintenance.
  • Support the Finance Coordinator in reconciling records and reports when workload permits.

Document Digitization & Management

  • Scan and organize physical documents for storage in digital and physical files.
  • Notify Case Managers about relevant documents received for their cases.
  • Ensure proper filing and secure handling of sensitive legal and financial documents.

Customer Service & Administrative Support

  • Assist clients in the office, providing direct support and channeling inquiries appropriately.
  • Support administrative and operational tasks assigned by the Finance Coordinator.
  • Perform any other duties inherent to the role that contribute to the firm's efficient operation.

Skills & Competencies:

  • Strong organizational skills and attention to detail.
  • Ability to multitask and efficiently manage documents and financial processes.
  • Proficiency in digital tools for document management and databases:
  • Microsoft Office Suite
  • Office Machinery (Printers, Photocopiers, etc.)
  • Adobe reader
  • Effective communication with clients, internal teams, and external vendors.
  • Flexibility to switch between tasks and adapt to new responsibilities as needed.
  • Fluency in Spanish and English (written, spoken, and conversational).
  • Preferably with experience in office management

Salary & Schedule:

  • $14 to $15 per hour.
  • Monday to Friday, 9:00 AM – 6:00 PM.

Job Type: Full-time

Pay: $14.00 - $15.00 per hour

Expected hours: 8 per week

Benefits:

  • 401(k)
  • Paid time off

Schedule:

  • 8 hour shift

Language:

  • Spanish (Required)
  • English (Required)

Work Location: In person

Salary : $14 - $15

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