Legal Receptionist/ Administrative Assistant

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Legal Receptionist/ Administrative Assistant

Job Title: Legal Receptionist/Administrative Assistant

Department: Administration

Reports to: Firm Administrator

Schedule: Full-Time

Pay: Salary ($40,000 – $65,000)

About Us:

Romero Law, APC is a nationally renowned civil litigation in the area of employment law, representing whistleblowers and victims of discrimination, retaliation and workplace harassment. The firm is comprised of a number of experienced trial attorneys and litigates cases throughout the state. We are looking for a new colleague who shares our strong commitments to social and workplace justice and representing underserved communities. Expectations are set very high, tolerance for errors is very low, and mutual respect within the team is paramount.

We’re making history combatting corruption and injustice in both law enforcement and in the private sector. We’d like to have you be a part of our story, as we’re just getting started.

Job Summary:

The Legal Receptionist/Administrative Assistant is responsible for the initial day-to-day communications with prospective clients and current clients. Responsibilities include providing information to prospective clients/current clients by answering or redirecting their inquiries, and offering administrative support among the company, among others.

Duties/Responsibilities:

• Attorney Support
  • Keeps Cases Organized by:
    • Creating client files on all case management software systems
    • Establishing and organizing files.
    • Monitoring and auditing calendars.
    • Documenting actions.
    • Inputting information into case management database software.
    • Performs basic filing and record keeping
  • Keeps Clients Informed by:
    • Maintaining contact.
    • Communicating case progress.
• Complete Administrative Duties including, but not limited to:
  • Making copies
  • Answering and directing phone calls to the right individual
  • Greet clients and potential clients that walk into the office
  • Perform a brief intake on potential clients and cases
  • Receive mail, documents, packages, and courier deliveries and delivers or distributes items
  • Scan incoming mail
  • Manage/Send outgoing mail
  • Receiving and sending faxes
  • Labeling electronic files
  • Entering expenses
  • Input monthly postage into the Case Management Software (“CMS”): Clio Manage
  • Coordinating appointments including all correspondence and logistics necessary
  • Schedule conference rooms, resolve potential scheduling conflicts, and assist with conference room requirements, as needed
  • Assist with attorney travel arrangements, including hotel/airline reservations
  • Provide administrative support to other team members with data entry, paperwork, photocopying, etc. when needed
  • Provide timely follow-through on assigned responsibilities and tasks
  • Manage legal documentation and correspondence in strict confidence.
  • Implement and improve administrative processes for more efficient workflow.
  • Manage records retention, including information storage and retrieval, if necessary.
• Updates job knowledge by participating in educational opportunities and reading professional publications.
• Accomplishes organization goals by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
• Performs other related duties as assigned.

Required Skills/Abilities

• Excellent organizational skills and attention to detail.
• High emotional intelligence and the ability to work well and negotiate effectively with a wide range of personalities.
• Excellent interpersonal and customer service skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• The ability to be professional and courteous.
• Impeccable writing and proofreading skills.
• Strong project management skills and the ability to multi-task.
• Ability to function well in a high-paced and at times stressful environment.
• Excellent verbal and written communication skills.
• Computer skills with some or all of the following software including, but not limited to, MS 365, Google Workspace, and Case Management System.
• Familiar with legal terminology.
• Fluent in English, both written and verbal.
• Bilingual, Spoken Spanish fluency.
• A strong desire to expand one’s scope of knowledge and professional competencies. Education and Experience

Education and Experience

• Two-year degree or equivalent certification preferred.
• Some work experience as a receptionist and/or administrative assistant preferred

Physical Requirements

• Ability to sit at desk and work on a computer for prolonged periods.
• Must be able to lift up to 15 pounds at times.

Benefits

• 401(k) and Company Matching (100% on the first 3% deferred, then 50% of contributions from
  3% to 5%)
• Fully Paid Dental Insurance
• Fully Paid Health Insurance
• Fully Paid Vision Insurance
• Paid Vacation (40 hours per year, capped at 80 hours).
• Paid Sick Leave (48 Hours)
• Paid Time Off (24 Hours)
• Costco Membership

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