Receptionist

POSITION SUMMARY:

The Receptionist will partner with team members to ensure office organizational effectiveness, efficiency, and safety. This position will be the face of the office and provide professional phone, written and in-person assistance to clients, vendors, and visitors. This position will also be responsible for Legal Support which includes following up on and/or processing Retainer Agreements, Conflict Waivers, and invoice payments

ESSENTIAL DUTIES AND RESPONSIBILITIES: Administrative (100%)

• Greeting clients, potential clients, and assisting walk-ins;
• Answering phones, taking messages, and transferring calls;·
• Calendaring and managing appointment reminders;·
• Sending summary of past week to attorneys of client meetings/action items;
• Adding potential client contacts to the case management platform and Outlook contacts;
• Performing conflict checks on all potential client contacts and communicates any flags;
• Contacting clients via email or phone when necessary to follow up on missing items;
• Tracking leads in MyCase and following up on referrals;·
• Handling mail, emails, and assisting with communications;·
• Scanning, copying, filing and organizing files;·
• Maintaining an organized office and meeting room set-up;·
• Providing coverage for the Administrative Assistant/File Clerk when he/she/they are offline;
• Assisting attorneys and law firm staff with other projects, as needed; and Ensuring security, integrity, and confidentiality of data

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Work Environment and Physical Demands

The physical demands/conditions described below are representative of those that must be met/tolerated by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Exposure to humid working conditions typically associated with a beach front location;
• Sitting at a desk for sometimes long and continuous periods of time;
• Answering or making calls on the telephone for sometimes long and continuous periods of time;
• Using a keyboard to perform research, and to communicate through written means for sometimes long and continuous periods of time;
• Looking at a computer monitor for sometimes long and continuous periods of time;
• Occasionally standing, walking, reaching, and stooping;
• Lifting up to 30 lbs.; and
• Exposure to low noise levels.

QUALIFICATIONS

Incumbents must demonstrate the ability to follow policies and procedures as established in the Gallagher Bolander Smedley LLP Company Employee Handbook. Incumbents will also contribute to a positive work environment by behaving and communicating in a manner such that they get along with all constituent groups, co-workers, and management.

In addition, the education, experience, and other skills listed below are representative of the knowledge, skills, and/or abilities required.

EDUCATION

• High School Diploma

WORK EXPERIENCE

• One (1) year of office management, administrative or assistant experience required; and
• Prior experience working in Law Firm, preferred.

KEY SKILLS SET

• Knowledge of accounting, data and administrative management practices and procedures;
• Knowledge of clerical practices and procedures;
• Must exhibit a high level of confidentiality;
• Strong customer service skills;
• Excellent written and oral communication skills;
• Strong organizational, time-management, problem-solving and analytical skills:
• Ability to meet tight deadlines;
• Strong ability to multi-task;
• Team player;
• Able to handle multiple requests from various sources in a timely manner; and
• · Have a patient and empathetic attitude.

Pay: $20.00 - $25.00 per hour

Benefits:

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

Experience:

• Administrative: 1 year (Required)
• Office: 1 year (Required)

Ability to Commute:

• San Diego, CA 92107 (Required)

Work Location: In person