Office Assistant Job

Overview:

An Office Assistant’s primary goal is to provide administrative support to our Firm. The Office Assistant should have strong administrative and relationship-building skills to support our former, current, and potential new clients via telephone, Zoom or in-person when they visit our office. The Office Assistant will assist the rest of the team by collecting documents, calling clients to provide status updates, and scheduling appointments on the master calendars. 

This is a Non-Exempt position.

Reporting Relationship:

The Office Assistant works under the direction of the Firm Administrator. 

Authority:

Non-attorney support staff are prohibited by the ABA’s Rules of Professional Conduct and State Bar Association Rules from practicing law. All client work done by Assistants must be in support of and under the direct supervision of an attorney. In dealing with clients, Assistants must be careful not to inadvertently slip into the unlawful practice of law. This would include answering client questions about what will happen in their case or recommending that a client undertake a certain course of action during their case.

Responsibilities:

Client/Visitor Focused Tasks

  1. Answers Incoming Calls
    1. Direct incoming calls as appropriate
    2. Screen calls when appropriate
  2. Greeting Clients, guests, attorneys, and employees
    1. Create a positive and professional first impression on behalf of the firm
    2. Make visitors comfortable, by offering beverages

Administrative Tasks 

  1. Receive mail, deliveries, and packages
  2. Stamp the date received on all incoming mail
  3. Scan mail
  4. Electronically file mail and email and send to the recipient
  5. Maintain logs of incoming and outgoing deliveries
  6. Dispose of junk mail
  7. File documents in appropriate client files & sub-files physically and in our cloud system
  8. Organize documents in files and sub-files and maintain them in an orderly fashion physically and in our cloud system
  9. Basic data entry (case opens, case closes, ____) 
  10. Back up to the Welcome Coordinator for client intake and other duties
  11. Perform other general office duties as requested and Assist the Owner and other administrative team members with projects. 
  12. Run errands- grab coffee or lunch when necessary-.

Marketing Support Duties

  1. Assist in event preparation by using the checklist.
  2. Ensure notecards and follow-up cards are in stock and sent timely after networking events or on important dates, and the CRM System is updated.
  3. Assist the Owner with building and updating the Team 100 or other referral/networking marketing plan.
  4. Help develop and maintain the necessary supplementary materials that are to be included with the new client proposals, such as fact sheets, brochures, newsletters, maps, pictures, etc. 
Matrix of Tasks
  • Daily
    • Open, sort, scan, save/route mail
    • Triage email accounts.
    • Answer telephones; screen attorney calls; take messages
    • Schedule appointments when needed
    • Review daily appointments and reminders 
    • Greet visitors
  • Weekly
    • Review additional projects to be accomplished and calendared 
    • Case and administrative filing
    • Close matter files.
  • Notary required for the position. If you do not have your notary, the firm will help you obtain a notary. 
Education & Experience 

An Office Assistant should have a high school diploma, and advanced training at a college or university is preferred.

Prior experience in a law firm is preferred but not required. 

Key Performance Indicators & Scorecard
  1. 90% of assigned tasks are completed on time. 
  2. 90% of mail and emails are triaged, scanned, and routed/filed same day as received.
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