Office Administrative Assistant/Receptionist

Summary:

A small Charlotte criminal defense law firm needs a reliable, organized Office/Administrative Assistant to manage the day-to-day administrative aspects of running the business. The position requires an intelligent, flexible, proactive, organized and independent person who will engage in administrative duties and perform all responsibilities of the position. The successful applicant will have a positive attitude, a desire to work as efficiently as possible, be motivated, be a self-starter, be a quick learner, be reliable, be detail oriented, and have excellent communication skills. If you have worked in a fast-paced office, preferably law firm, in the past and you enjoy establishing your own organizational systems, we’re excited to talk with you. This job may include some overtime as well as occasional weekend work. We’re looking for someone who can operate effectively with little or no supervision and who can manage multiple tasks at once without becoming overwhelmed.

Duties/Responsibilities:

• Welcome guests and clients by greeting them in person or on the telephone; answering or directing inquiries

• Answer three-line phone system and direct calls as required
• Create new client files
• Ensure clients provide items and/or documents needed for their case in a timely manner
• Ensure attorneys are aware of any developments related to their cases, respond to client questions as needed, and meet all deadlines related to their cases
• Maintain filing and storage systems in the office
• Schedule travel arrangements for law partners, when applicable
• Maintain attorney calendars by planning and scheduling conferences, teleconferences and interacting with the court system; recording and monitoring court appearance dates, pleadings, and filing requirements
• Schedule appointments, meetings, and client intakes for law partners
• Conserve attorneys time by reviewing, researching, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information
• Maintain office supply inventory
• Retrieve documents and files when requested
• Correspond with clients to update them on the status of their court case
• Accurately transcribe information about prospective clients for law partners to review before case consultations
• Correspond with various agencies and companies, on behalf of law partners, to obtain updates on document requests
• Read and route incoming mail and process outgoing mail
• Draft letters on behalf of law partners
• Review and summarize case related documents, videos, and audio recordings
• Assist with trial preparation as needed
• Promptly completes delegated assignments and follow-up on delegated assignments if questions arise and/or once completed
• Know when to act and when to refer matters to the appropriate attorney

• Other tasks, as assigned by the law partners

Required Qualifications and Skills:

• 2+ years experience in an administrative capacity
• 1+ years customer service experience
• 2+ years experience working in a law firm environment
• Typing speed: minimum 50 WPM with 90 percent accuracy
• Familiarity with mobile technology, Outlook calendaring, Outlook email
• Familiarity with legal documents and terminology

• Courteous and professional demeanor
• Provide excellent customer service to external and internal clients

• Excellent written and oral communication skills
• Ability to perform duties with little to no supervision
• Initiative to complete outstanding tasks without direction
• Ability to work on several tasks at once, by effectively prioritizing and meeting assigned deadlines
• Detail oriented with strong organizational skills
• Someone who takes pride in their work
• Able to work as a team with attorneys and other staff
• Strong sense of discretion and ability to maintain client confidentiality

• Prepare legal and court documents; interfaces with the client on non-legal issues relating to the management of the case; refers legal issues to the appropriate attorney(s)

• Obtains pertinent case information and data from the client on non-legal issues; analyzes, reviews, and prepares the data/information into case relevant notes

• Notifies the appropriate attorney when forms, documents and/or other pertinent information/material are received and completes any necessary assigned tasks associated with these

Job Type: Full-time

Pay: $10.00 - $23.00 per hour

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 1 year (Required)
• Customer Service: 2 years (Required)
• Law Firm: 1 year (Required)

Work Location: In person