Practice Assistant/Receptionist

Practice Assistant/Receptionist

POSITION SUMMARY:

The Practice Assistant/Receptionist plays a vital role in supporting attorneys and legal staff in the efficient operation of the firm. This position involves a combination of administrative, organizational, and client-facing responsibilities, ensuring that legal processes are carried out smoothly and effectively.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Open and close reception lobby for business each day
• Answer phone system promptly and professionally and direct callers to their destination
• Receive and direct all clients and visitors
• Maintain and monitor conference room calendars
• Maintain and monitor all conference rooms to ensure they are organized, stocked and presentable for next business day
• Coordinate timely set up and break down in all conference rooms for depositions, meetings, conferences and other business-related activities including ordering or meals (if needed) and assistance with audio visual equipment (IT is on site to assist)
• Ensure that the visiting attorney offices are clean, have the necessary office supplies, and provide all maps, directories, or any other amenities needed for our visitors
• Process incoming and outgoing mail, FedEx, UPS, and messenger packages
• Maintain supply inventories, order office and kitchen supplies
• Stock supply room, and copy rooms daily to ensure all needed supplies are readily available for our office personnel
• Refrigerator and pantry shelf stocking as needed
• Check all copiers for adequate paper supply each day
• Assist with office/firm event planning
• Process attorney expenses, invoices, check requests and firm credit card expenses
• Open new client/matters
• Assist with general administrative projects, i.e., preparing binders, exhibits, copying projects
• Assist with file closings, preparing files for storage/destruction
• Assist with overflow typing
• Assist with entering time entries
• Travel to local courthouse and county offices for filings, retrieval of documents, etc.
• Travel, within walking distance, to other law firm offices, or other places for retrieval of documents, hand-deliveries.
• Assist in the preparation, formatting, pleadings, and correspondence. Maintain organized electronic and physical files.
• Assist with billing processes by tracking billable hours and preparing invoices.
• Work closely with other legal staff to ensure seamless case management and adherence to deadlines.
• Schedule and confirm appointments for attorneys and clients.
• Assist with preparing legal documents and correspondence as needed.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• EDUCATION: High school diploma or equivalent required.
• ADDITIONAL: Ability to multi-task, prioritize, ask questions, team player. Knowledge in Microsoft products and Zoom required.

WORKING CONDITIONS

Office environment with standard office hours, with potential for overtime during peak periods.

Job Type: Full-time

Pay: $40,964.00 - $61,446.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• Day shift

Experience:

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

Work Location: In person

Salary : $40,964 - $61,446