Detail-oriented individual wanted to fill a position as receptionist and administrative assistant for our firm. This position is 20 hours per week, schedule to be determined specifically with the right candidate. Work hours will generally be during 8:30- 5:00 (9:30-6:00 on Wed.) with a half hour duty-free lunch. This is primarily a daytime job that may on occasion require a few hours outside of normal hours for a special event. Must be knowledgeable in MS Office including Word, Outlook and Excel. Applicants will need to be comfortable having phone conversations with people and obtaining and providing information to potential and current clients. Will be responsible for providing potential new clients with information about the firm's appointment process, gathering initial facts, securing initial appointments with client prospects and scheduling them. Will also be responsible for maintaining the office calendar and schedule, data entry, as well as other administrative and secretarial tasks. Attention to detail is a necessity, as well as the ability to multitask and work in a fast-paced environment. As the first person our clients and potential clients will have contact with, a good personal presence and ability to interact in person and on the phone with people, especially older adults and persons with disabilities, is a key factor to success on this job. Ability to deal with people in difficult situations is a must. As a law firm employee, discretion and the ability to maintain confidentiality are paramount.
Specific Requirements: HS Graduate with experience as a receptionist or administrative assistant, or with specific post-high school education in an administrative/secretarial/legal field. Valid driver’s license. Ability to work days.
Specific tasks include:
· Answering phone, relaying calls and taking messages.
·Communicating to potential clients regarding our firm's services, new client appointment process and fees, and securing appointments for potential clients;
·Scheduling appointments and providing follow-up confirmation to client.
· Greeting clients.
· Ongoing client communication as directed.
· Typing letters and documents.
· Creating, maintaining, closing client files and keeping them organized. This involves lifting boxes of files that are the size of a banker's box.
· Filing documents in client files.
· Scanning and copying documents.
· Maintaining calendar for office and attorneys.
· Entering information into our case management system.
· Assembling outgoing mail, opening and sorting incoming mail.
· Maintaining an orderly appearance of the office.
· Occasional errands including pickup and delivery of items.
· Updating outgoing voice messages as needed for holidays, etc.
· Other duties as assigned.
The qualified candidate will be offered hourly pay of $16+ per hour depending on experience.
Please provide current resume and references to firstname.lastname@example.org. Applicants only need reply. No agencies, please.
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