Administrative Assistant

Job description

Are you looking to rejoin the workforce? We welcome individuals with life and work experience. As an administrative assistant at our small business, you will be assisting with the day-to-day responsibilities required in keeping the office operational. Our ideal candidate is comfortable using the phone, has exceptional attention to detail and writing skills, has a kind, calm, and mature personality, and is professional. There is great potential for growth.

Responsibilities:

• Communicate and coordinate with clients, vendors, and professionals.
• Answer and return phone calls as needed.
• Sort through mail, scan mail, and upload mail to Box.com.
• Drive to the post office and pick up/send out certified and standard mail.
• Drive to banks and make counter deposits.
• Pay bills and enter them into Quicken using the appropriate accounting category.
• Place bills in envelopes and use postage meter for stamps.
• Provide other assistance as needed to head of bill pay.
• Return prospective client phone calls and interview them.
• Drive to various properties and handle the property management.
• Record billable time entries at six-minute intervals using our billing software (currently Clio).
• Track task progress using our project management software (currently Asana).
• Marshal client accounts.
• Maintain a tracking checklist of case financial statements.

Skills:

• Must have strong writing skills (all records may be reviewed by the court).
• Must have strong phone skills.
• Customer service orientation and professional communication skills.
• Ability to drive and operate a car.
• Access to a vehicle to drive to properties, the post office, and banks.
• Proficiency in English and in MS Office (esp. Word and Excel).
• High degree of accuracy and attention to detail.
• Paralegal training a plus but not a necessity.

Education and Experience:

• High school diploma or GED required.
• Bachelor’s degree is preferred.

Who we are:

We are a boutique trust administration firm located in Lafayette, CA. Our primary beneficiaries include individuals with special needs and elderly individuals who no longer have the capacity to take care of themselves. Compassion is a requirement in our field, and we are bound to our clients by a fiduciary duty, the highest legal standard of duty. We are advocates of human rights, which include LBGTQIA+ rights, women's rights, and immigrant rights.

Job Type: Full-time

Compensation: Hourly rate

Overtime: Non-Exempt

Benefits:

• Dental insurance
• Health insurance
• One week PTO
• 401(k) after one year with matching
• Paid training
• Professional development assistance

Schedule:

• Initially Monday to Friday 9 AM to 5:30 PM (includes unpaid 30-minute mandatory lunch break), then negotiable with direct supervisor

COVID-19 considerations:

• COVID-19 vaccination required.

Language:

• English (Required)

License/Certification:

• Driver's License (Required)

Work Location: On-Premises in Lafayette, CA

Job Type: Full-time

Pay: $22.50 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Experience:

• Microsoft Word: 2 years (Required)
• Microsoft Excel: 2 years (Required)
• Writing skills: 2 years (Required)

Work Location: In person