Administrative Assistant

Administrative Assistant

Exempt/Non-exempt: Non-exempt

Reports to: Managing Member

Position Summary:

The Administrative Assistant is responsible for taking a hands-on approach to ensure optimal functioning, efficiency, organization, and management of Dowling Law, PLLC’s day-to-day operations. This position uses effective project management, analytical, problem-solving, and communication skills to:

• manage and streamline the law firm’s administrative systems, including file management;
• support the law firm’s accounts payable and accounts receivable;
• manage the day to day functioning of the law firm’s office;
• managing the law firm’s online training platform; and
• coordinate with clients and third-party vendors.

Dowling Law, PLLC is a paperless, technology-oriented office. This position is the in-house expert on its systems, including Google Suite, Clio, Asana, and iSpring and is responsible for all aspects of file maintenance.

Current Responsibilities:

• Maintains the law firm’s files, including scanning, naming, and filing documents, and serving as an in-house expert on files for other staff;
• Serves as additional support for the invoicing process, including preparing and sending invoices monthly, and ensuring the accuracy of services daily for Dowling Law;
• Maintains calendars and phone lines for the Firm, including scheduling calls and meetings for attorneys and providing referrals as needed;
• Serves as a point of contact for clients and third-party vendors;
• Administers the law firm’s online training program, including documentation and enrollment, and serving as a technical resource for clients utilizing the program;
• Prepares and formats spreadsheets using Excel and files for client delivery, formatting presentations, and editing PDF files;
• Prepares, finalizes, and tracks engagement letters, proposals, and other documents for Dowling Law;
• Supports onboarding and offboarding procedures for Dowling Law;
• Oversees office management, including inventory, electronic systems, and other related needs;
• Manages all mail, traveling offsite to receive and send mail and documents as needed, and ensuring all documents obtained are scanned and filed; and
• Manages office environment, including stocking/maintaining kitchen area and cleaning needs;
• Maintains automated processes using Zapier, Clio, Asana, Google Workspace, and other available tools;
• Maintains document templates and model documents through the Firm’s system;
• Trains and supports team members on the use of Firm software and serves as a resource for software-related questions; and
• Other duties as may be assigned.

Qualifications:

• Experience with various computer systems and technology, ability to work effectively in Google Suite, Clio, Asana, and iSpring, and ability to manage/troubleshoot such systems.
• Ability to prioritize work assignments and manage varying deadlines.
• Proactive mindset.
• Ability to manage sensitive and confidential information with the highest degree of discretion.
• Strong communication, problem-solving, and customer service skills.
• Comfort with learning new technology, embracing change, and collaborating with others.
• Attention to detail and organizational skills.
• Ability to work independently with minimal supervision.
• Exceptional writing skills.

Experience:

• Three years of administrative work in a business environment or a Bachelor's degree with one year of administrative work experience preferred.
• High school diploma or equivalent required.
• Associate or Bachelor’s degree in business or related subject preferred.
• Certified Notary Public preferred.
• Valid NY driver’s license and reliable transportation.

Physical Requirements:

• Regular, onsite attendance (remote/hybrid arrangement not available).
• Lengthy periods of sitting/standing at a desk and working on a computer.

Job Type: Full-time

Pay: $18.00 - $25.50 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $18 - $26