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 

1. Submit your application by emailing Dave Koukol at dkoukol@lifelonglawyers.com.   
2. 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. 

3. Include your resume. Resumes should be specific and customized to this job, just like your cover letter. 
4. Feel free to share any professional references (optional).  
5. 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.