Administrative Assistant

Department: Administrative Support
Reports To: Office Manager / Managing Partner
Employment Type: Full-Time, Non-Exempt

Position Overview

The Receptionist serves as the firm’s first point of contact, representing the organization with professionalism and courtesy. This position is responsible for managing client intake processes, supporting case file documentation, maintaining office resources, and providing administrative support to attorneys and staff. The Receptionist plays an essential role in ensuring the smooth operation of the office and maintaining the professional image of the firm.

Essential Duties and Responsibilities

• Closed Case Processing and Archiving – Administer the closing process of case files by archiving data, purging/shredding physical records, and documenting completion within the firm’s database.
• Document Scanning and Copying – Perform scanning, copying, and indexing of all case-related documents to ensure records are accurate, secure, and accessible.
• File Management – Maintain organized filing systems (physical and electronic) to ensure compliance with firm retention and confidentiality standards.
• Daily Client File Updates – Transfer scanned materials into client files promptly to maintain up-to-date case records.
• Client Acknowledgment Communications – Prepare and send thank-you cards for new clients and sympathy cards as needed, ensuring sensitivity and professionalism.
• Supply Inventory Oversight – Conduct monthly inventory of supplies, including office consumables, coffee/water station, and paper stock; replenish as needed.
• Phone Intake Support – Conduct phone intakes for prospective clients, gathering necessary information, and entering it into the database.
• New Case Processing – Assist in processing and organizing documentation for new cases as directed.
• Database Maintenance – Maintain and update case type classifications and client records in the database.
• Confirmation Calls – Place and document daily confirmation calls with prospects and clients, recording outcomes in client files.
• Packet Preparation – Ensure the availability of at least five copies of each type of open packet, properly assembled and updated.
• Prospect Documentation Entry – Input intake documents and notes into the firm’s database, ensuring accurate recordkeeping.
• Intake Book Oversight – Maintain prospect notes within the intake system, ensuring secure shredding once data is properly entered.
• Resource List Maintenance – Update and maintain the firm’s Medicaid resource list for staff reference.
• Form and Documentation Control – Oversee and maintain all office forms, templates, and administrative documents to ensure they remain current.
• Conference Room Preparation – Prepare conference rooms for client meetings, ensuring cleanliness and that brochures, business cards, and materials are fully stocked.
• Marketing Materials – Maintain business card inventory for staff, update brochures/flyers, and assemble marketing folders for distribution.
• Event and Outreach Inventory – Manage inventory of promotional and branded materials for firm-sponsored events, including health fairs and community engagements.
• Resource Master Maintenance – Regularly review and update the firm’s master resource database for accuracy.
• Agency Application Management – Scan, save, and organize agency applications in the shared drive, ensuring accessibility and compliance.
• Team Building Event Support – Assist with planning and executing team-building events designed to enhance staff collaboration and workplace culture.
• Additional Responsibilities – Perform other administrative duties as directed to support the operations of the firm.

Qualifications and Competencies

• High school diploma or equivalent; associate degree preferred.
• Prior experience in a professional office environment, preferably legal, medical, or financial.
• Exceptional organizational skills with strong attention to detail.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office Suite and database management.
• Excellent written and verbal communication skills.
• Professional demeanor with strong interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.

Work Schedule

• Monday – Friday, Required – 9am - 5pm

Compensation and Benefits

• Competitive hourly wage, commensurate with experience.
• Health, dental, and vision insurance (if offered by firm).
• Paid time off, including vacation, personal, and sick leave.
• Retirement plan participation (if applicable).
• Opportunities for professional development and training.

Equal Employment Opportunity Statement

The firm is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status.

Job Type: Full-time

Pay: $17.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $17 - $25