What are the responsibilities and job description for the Administrative Assistant position at Law Office of Jennifer L. Bennett?
Job description
Seeking an Administrative Assistant for a small Family & Immigration Law Firm. We are a global minded Firm, both internally and externally, with a team of 10 and growing.
The ideal candidate will be an A team player to help the day to day run smooth! Our office moves fast so must be able to think on one’s feet. However, equally important, the team member must share our current team’s vision and passion to change our clients’ lives! We serve primarily immigrant clients from all over the world, in both practice areas, and hence, you must be global minded with a solid understanding of topics like cultural sensitivity.
This role will provide administrative support to the Managing Attorney (Owner), and to a hybrid team in-office in Chicago, as well as to remote employees that are global, all over the world. Flexibility, extreme particularity to details, and an incredibly high level of organization are key, as you will be completing complex administrative tasks related to sensitive client details and strict government-designated deadlines, such as :
- Scanning, uploading, and filing incoming documents and notifying clients and attorneys specific to our naming procedures and protocols; Navigating digital filing systems and following internal processes for editing and maintaining e-files.
- Setting up new digital and hard files for new and potential clients in both practice areas;
- Submitting and tracking documentation; providing internal and external status updates;
- Running credit card payments, applying payments to invoices, setting up payment plans (analytical thinking required – some clients have multiple cases, miss payments, need to re-establish terms of plan, etc.);
- Preparing client intake forms, client documents and files for attorney in advance of meetings so must have some legal knowledge in order to be abet o quickly learn to identify status of cases, type of case, what is and is not important amidst the legal documents;
- Preparing signature packets for clients with tabs, collecting client signatures and fingerprints for FBI searches, submitting FOIA and FBI report requests which requires a lot of detailed data collection;
- Handling internal and external address changes which are tedious and vary greatly across both practice areas and even by case type, agency involved in the case, etc.;
- Assisting with a multi-step process for closing out client files when cases are completed;
- Calendar management including scheduling appointments, Zoom calls, sending reminders, pre-planning for the weeks and months ahead, helping ensure team is aware of deadlines; making sure no one team member is double-booked or clients booked for a time their assigned team member is not in
- Office basics such as managing door buzzer, accepting deliveries and being first point of contact for clients as they arrive; handling client check-ins for consults and appointments, overseeing our water delivery service, assisting with identifying when supplies need re-ordered or phone dial plan needs modified based on staffing for the day;
- Preparing shipping labels and mailing packages and handling occasional overseas deliveries via USPS, FedEx, DHL.
- Running errands on occasion as needed such as to Fedex for next day shipments, to CVS to pick up passport photos for a client, or to a Court for legal documents.
A strong candidate for this position will demonstrate :
Absolute Requirements :
Administrative experience and, specifically, experience in a Law Firm setting are mandatory requirements. Must live in Chicago.
Preference will be given to :
Applicants with a BA degree or equivalent experience.
Applicants with experience in Immigration and / or Family Law.
Applicants who are bilingual
This job is to begin immediately. It is full-time (40hrs / week). Our office hours are 9 am-5 : 00pm CST. The job is an in office , on site job at our office in Ravenswood.
Remote work is not permitted for this role.
The rate of pay will be $18 / minimum, but actual pay rate offer will vary greatly depending up on the right candidate’s experience.
Please submit a Cover Letter and Resume. In your cover letter, please state whether or not you live in the City of Chicago, how many years you have worked at a law firm in the past and assert if you speak any languages other than English.
Ability to commute / relocate :
Work Location : In person
Salary : $18
