Careers
Law Firm Administrative Assistant/Legal Secretary
Job Summary
The Law Firm Administrative Assistant/Legal Secretary will perform a variety of clerical and administrative support tasks to facilitate the efficient operation of the law firm.
Duties/Responsibilities
- Welcome and direct clients and visitors to the office.
- Answer, screen, and direct calls for the Firm; take messages and schedule appointments.
- Schedule prospective new client consultations; process consultation fees, as directed.
- Manage the intake and client engagement process.
- Set up new clients and matters in the Firm’s CRM (Practice Master).
- Set up initial electronic and/or physical files; maintain filing system, as needed.
- Process client payments, including requesting and confirming receipt of client trust payments and invoice payments.
- Manage outgoing and incoming mail distribution.
- Assist with billing ‘electronically-challenged’ clients via mail.
- Maintain office supplies inventory and ordering of supplies.
- Prepare and assist with correspondence and basic legal documents, as directed.
- Perform basic filing and recording, ensuring legal files are maintained and destroyed in compliance with the Firm’s record retention policies and procedures.
- Prepare agendas and minutes for Firm meetings as needed.
- Assist with recording expenses, including uploading receipts and providing
information to the Firm’s outsourced accounting service (Cashroom). - Assist the Firm’s social committee, including coordinating reservations and travel arrangements for social events.
- Assist with communicating with the Firm’s information technology (IT) provider and resolving IT-related issues.
- Assist with managing the day-to-day standard operating procedures of the office; prioritizing use of support staff and resources.
- Maintain a professional and positive work environment by facilitating effective communication and information sharing among the office.
- Perform other related duties as assigned.
Required Skills/Abilities
- Excellent interpersonal and customer service skills.
- Superior proficiency in administrative tasks.
- Superior written and verbal communication skills.
- Detail-oriented and professional.
- Ability to organize and prioritize tasks.
- Proficient in Microsoft Office Suite or other similar software programs.
- Ability to maintain confidential records.
Supervisory Responsibilities
- None
Education and Experience
- High school diploma or equivalent required.
- Higher level degree preferred – Associate’s degree or Bachelor’s degree.
- Three to five years of experience in an administrative role.
- Notary Public or eligibility to obtain Notary Public
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
Compensation
- Full-time, hourly, non-exempt position.
- $40,000 to $50,000 annually, depending on experience.
- Paid Time Off (PTO) in accordance with the Firm’s policy.
- Participation in the Firm’s health/dental/vision plan.
- Participation in the Firm’s life insurance plan.
- Participation in the Firm’s 401(k) plan, after 6 months of employment.
Instructions for a stand-out application
- Submit your application by emailing Angela Schmit at aschmit@lifelonglawyers.com.
- Send us a cover letter for this role. We want to see your personality and get to know the real you, not just your qualifications and credentials.
Make sure to include in your cover letter the answer to this question: Why is this position a great fit for you? We know what a fit is for us and want to know if this is a fit for YOU.
- Include your resume. Resumes should be specific and customized to this job, just like your cover letter.
- Feel free to share any professional references (optional).
- Feel free to share any StrengthsFinder Top-5 Report, Enneagram Type, or Kolbe A Index Assessments (optional).
We are an equal opportunity employer and support diversity and inclusion.
Paralegal/Firm Administrator Job Opening
At Koukol Johnson Schmit & Milone, we represent clients in a variety of transactional matters, civil and criminal litigation, and mediation. We are looking to expand our legal team by bringing on a full-time paralegal and/or firm administrator who is ambitious possesses a commitment to excellence and wants to be a part of a growing law firm. We are looking for a highly organized professional with demonstrated experience developing and maintaining case management systems, working with multiple attorneys in a variety of practice areas, and communicating competently and compassionately with clients.
Paralegal Duties and Responsibilities Include:
- Meets with attorneys, clients, and other professionals to discuss assigned cases;
- Drafts legal documents including routine pleadings and motions, affidavits, and discovery requests and responses;
- Drafts legal documents including correspondence, business formation documents, business contracts, employment policies, and position statements;
- Files motions and pleadings according to judicial procedures;
- Prepares organizes, and updates case files;
- Assists attorneys with hearing/trial preparation, including organizing exhibits;
- Manages client intake, onboarding, and communications;
- Nurtures unique client experiences, including client gifts, surveys, and testimonials;
- Schedules and maintains attorneys’ calendars;
- Tracks expenses and billable time for legal services; and
- Performs other related duties as assigned.
Firm Administrator Duties and Responsibilities Include:
- Develops and maintains internal systems, workflows, and case management;
- Updates processes and procedures with step-by-step instructions as services evolve;
- Prepares WIPs and issues client billing;
- Provides administrative support, such as answering phones and returning calls, sorting and sending mail, and ordering office supplies;
- Manages virtual receptionist and updates call handling instructions, as needed;
- Manages mediation scheduling and follows scheduling protocol;
- Troubleshoots issues as they arise; and
- Performs other related duties as assigned.
Essential Skills & Experience Include:
- At least 2 years of paralegal work experience;
- Paralegal certificate preferred but not required;
- Meticulous attention-to-detail and organization skills;
- Excellent written and verbal communication skills;
- Comfortable managing many tasks, agendas, and self-directed projects simultaneously;
- Experience interacting with clients;
- Will follow established processes and desires to contribute to improving efficiency;
- Technologically savvy, comfortable working with Microsoft Office (Word, Excel, Adobe, etc.) and additional software (Outlook, PracticeMaster, Tabs, Zoom, AdobeSign, etc.);
- Ability to observe and anticipate attorneys’ needs and preferences;
- Excited to learn and grow professionally and personally, open to feedback and self-reflection, always seeking to improve and grow;
- Committed to a high standard of excellence and integrity;
- Discretion and confidentiality are required; and
- Approaches work with a positive, can-do attitude.
Compensation Range
- Depends on Experience
- Tell us your minimum compensation requirements in your cover letter. Be open and direct and tell us what you need to make. Save us both valuable time.
Instructions for a stand-out application:
- Submit your application by emailing Dave Koukol at dkoukol@lifelonglawyers.com.
- Send us a cover letter for this role. We want to see your personality and get to know the real you, not just your qualifications and credentials.
Make sure to include in your cover letter the answer to this question: Why is this position a great fit for you? We know what a fit is for us and want to know if this is a fit for YOU.
- Include your resume. Resumes should be specific and customized to this job, just like your cover letter.
- Feel free to share any professional references (optional).
- Feel free to share any StrengthsFinder Top-5 Report, Enneagram Type, or Kolbe A Index Assessments (optional).
We are an equal opportunity employer and support diversity and inclusion.