Receptionist/Corporate Assistant

Stradling Yocca Carlson & Rauth LLP is a leading business law firm with more than 110 lawyers providing experienced counsel in critical transactions and disputes from 12 offices across California, Colorado, Nevada, Texas and Washington.

We are looking for a Receptionist/Legal Assistant to join our Santa Barbara team.

In this role, you will be responsible for answering the Santa Barbara office's main number, assist with client and in-house meeting scheduling, and assisting/directing clients and visitors. Additionally, you will provide high-quality and efficient secretarial and administrative support, by maintaining good client relationships and providing professional support to a team of attorney and paralegals.

Essential Job Duties:

**Document Preparation

• Typing drafts, proofreads and assists with filings, agreements and letters for sense, grammar, consistency, cross-references, definitions, formatting, facts and typos.
• Compiles materials to be typed following written or oral instructions from supervisor or person requesting document to determine format desired, number of copies needed, priority, and other requirements.
• Maintains current and orderly files according to Firm guidelines, including, but not limited to client files, chronological, administrative, materials for closings, court filings, and ongoing cases.

** Billing:

• Oversee all aspects of monthly client billing, attend to billing problems, resolve issues with accounting and attorneys, log costs deposits, maintain ledgers of all special billing arrangements, deferrals, discounts, etc.; inputting attorney timesheets into Webview; reviewing monthly performance for multiple attorneys, making changes, suggestions, and sending out final invoices; addressing any client concerns re billing; attend to wire transfers

**New Clients / New Matters / File Closings:

• In charge of all file openings for new clients and new matters for assigned corporate and trust & estate attorneys, including preparation of file opening forms
• Discussions with billing partners re special billing arrangements;
• Preparation of engagement letters; conflict checks (if required) and preparation of conflict waiver letters (if required)

**Receptionist/Office Responsibilities

• Operate ShoreTel reception console by accepting and directing calls from the office's main number
• Postage stamp concierge service
• Attending to office administrative duties including answering phones, distributing mail, and coordinating with Fed-Ex, UPS, USPS, etc. for all incoming and outgoing packages
• Greet and assist visitors when they arrive at the office
• Schedule and coordinate conference room bookings and requests; possess complete knowledge of conference rooms and their capabilities
• Assistance with lawyer time entries, particularly first few days of each month
• Troubleshooting assistance for printers, maintenance and supply of ink and paper in all printers on regular basis
• Ensure office supplies, beverages, and snacks are well stocked
• Maintain professional office appearance (tidy) all common areas, and interface with contractors /landlord for repairs and maintenance
• Planning and coordination of occasional office-wide social events (e.g. luncheons)
• Timely notification of lawyers via email re: receipt of postal mail and packages in office
• Schedule appointments, including meetings, conferences, court dates, and depositions for team members. Coordinate work flow and prioritize work so that all deadlines can be met
• Arrange travel schedule and reservations for team members. Reserve conference room(s) for meetings; arrange for special equipment, and coordinate catering services

Qualifications/Requirements:

• At least 3 years law firm experience as a paralegal or legal secretary, preferably corporate, trust & estates, or real estate transactions experience
• BA/BS degree preferred
• Expert proficiency with the MS Office (Word, Excel, PowerPoint and Outlook) applications
• Exceptional organizational skills that reflect ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with internal and external Partners, Attorneys, staff and clients
• The ability to communicate both orally and in written communications effectively and accurately
• High level of professionalism and interpersonal skills so as to be able to work well with employees at all levels within the organization and maintain all information in the strictest of confidence
• Reason and apply common-sense understanding to situations encountered.
• Ability to process routine daily functions while being able to resolve sensitive issues and complex assignments utilizing above average critical thinking skills.
• Must be able to work overtime if necessary
• Punctuality and excellent consistent attendance
• e-filing experience in California, both state and Federal court

Physical Demand:

Lifting up to 25 pounds; kneeling, bending and lifting required. Typing/sitting at desk for extended periods of time; walking company floors to attend to business mattes in various departments. Must be able to sit down for several hours at a time, bend, stand, and reach regularly.

The salary wage range that we expect to pay for this position is from $55,000 - $65,000/yr, annually and represents our good faith and reasonable estimate of the range of base salary at the time of posting. The actual salary offered may vary based on experience, qualifications, or other relevant factors.

We are an Equal Opportunity Employer.

Job Type: Full-time

Pay: $25.64 - $33.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Office: 1 year (Preferred)
• Law office: 1 year (Required)

Work Location: In person

Salary : $55,000 - $65,000