Administrative Assistant

ADMINISTRATIVE ASSISTANT

Knox McLaughlin Gornall & Sennett, P.C. is seeking a full-time employee to perform a variety of secretarial duties, under general supervision and according to established policies and procedures. The successful candidate will maintain positive contact with clients, attorneys, and staff and maintain confidentiality of client matters.

Minimum Qualifications:

• Ability to read, write and perform non-complex math calculations as normally required through completion of high school or equivalent.
• High level of comprehension of legal terminology and complex documents, preferably related to real estate transactions.
• Approximately one to two years clerical job experience including Word experience.
• Ability to type on a computer keyboard and at least 40 wpm.
• Ability to work at least 37 1/2 hours per week in a law firm environment and provide own transportation to and from work. Ability to work hours in addition to the regular work schedule as needed.

Essential Duties and Responsibilities:

• Utilize a computer to produce legal documents, memoranda, and correspondence according to prevailing Knox Best Practices.
• Participate in training programs to learn and incorporate new computer skills and operational methods to meet prevailing Knox Best Practices as required for the position.
• Follow attorney instruction and produce accurate work. Proofread all work to assure documents are free of spelling, grammatical, and typographical errors.
• Maintain good client relationships by handling all calls, e‑mails, and visitors in an appropriate manner.
• Open, sort and date incoming mail. Ensure the timely delivery of outgoing mail, faxes, and e‑mails.
• Maintain effective and efficient calendar and deadline systems utilizing appropriate firm technology.
• Arrange for court reporters and other purchased services. Register attorney(s) for seminars.
• Conduct conflict checks for new clients and accurately open billing files for all matters. Prepare paper files and maintain file organization.
• Enter attorney time into the time and billing software in time for month end closing. Proof, review, and edit prebills. Process bills and monitor accounts receivables.
• Possess an understanding of attorney’s practice and actively participate in the flow of work in order to proactively assist attorneys.
• Perform all other tasks as may be assigned from time to time by attorneys or the Chief Operating Officer.

Required Characteristics:

Organized - Coordinate work and set priorities to complete tasks in a timely manner and meet deadlines. Maintain neat and orderly filing systems and work areas.

Motivated - Take initiative in obtaining information required to complete assignments. Ask questions when in doubt. Display innovation and select suitable alternatives when confronted by obstacles.

Collaborative - Exhibit teamwork effort. Adjust work priorities and go with the flow when changes occur. Cooperate with and assist fellow employees.

Professional - Follow the ethical requirements as set forth by the Rules of Professional Conduct of the state. Poised and effective under pressure. Accept constructive criticism in a positive manner. Display willingness to discuss problems with appropriate party. Apply common sense and integrity to daily work and exercise proper judgment in dealing with clients. Extend kindness and consideration to fellow employees.

Responsible - Keep current with supervisor by following through on assignments and discussing schedules. Display flexibility with work hours when necessary to complete assigned work. Exhibit dependability through good attendance and timeliness. Maintain confidentiality.

Working Conditions:

• Typical law firm office environment with generally little exposure to excessive noise, dust, temperature extremes, and the like.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative: 1 year (Required)
• Microsoft Office: 2 years (Required)

Work Location: In person