Senior Administrative Assistant

Position Summary

The Senior Administrative Assistant is a leadership role that plays a critical part in both daily operations and team culture. This position provides administrative support to attorneys and legal assistants, delivers excellent client service, and directly supervises a team of 5–6 administrative assistants in a hybrid office setting. Success in this role requires an outgoing, dependable, and engaged leader who builds strong rapport with the team, takes ownership of their responsibilities, and is committed to long-term growth within the firm

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Supervise the administrative assistants to ensure tasks are being completed and procedures are being followed

• Direct and oversee training the administrative team

• Supervise the maintenance of physical space and the maintenance of the office supply inventory

• Ensure coverage at the reception area personally or by delegation

• Complete or oversee daily contract and file opening procedures

• Enter all contract and billing data into the case management system

• Provide excellent customer service by responding to client billing inquiries and concerns

• Perform weekly safe counts for client payments along with the Firm Administrator or independently

• Prepare and oversee preparation of reports for the firm monthly

• Prepare and review automatic payments and collections process

• Develop, supervise, and refine Operations processes and workflows

• Maintain financial bookkeeping and financial data

• Provide back up assistance to Firm Administrator during leaves/absences

• Perform other duties as assigned

Minimum Qualifications (Knowledge, Skills, and Abilities)

• 2+ years of experience with high volume bilingual customer service role via phone and/or in person

• Prior experience in billing management and cash handling

• Prior experience managing customer relations

• Oral and written fluency in Spanish

• Ability to work in-person reception during normal business hours

• Ability to work and maintain patience with diversified individuals of various ethnic backgrounds and professional competencies

• Ability to maintain confidentiality in a professional manner

Preferred Qualifications

• Prior experience with team management or supervision

• Prior experience with Microsoft Office

• Prior experience using Adobe Acrobat and AdobeSign

• Background in technical support at the user level

• Interpretation experience in a professional setting (e.g. Medical, Legal, or Governmental)

• Familiarity with basic data analysis and reporting

• 2+ years of experience with high volume bilingual customer service role via phone and/or in person

• Prior experience in QuickBooks or equivalent accounting software

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Work Location: In person