Receptionist/Practice Assistant

Job description

Receptionist/Practice Assistant

Looking for a new team member to assist with answering the phones, manage the front desk in the office and managing the Firm's shared email inbox for a local law firm operating State Wide. Join a wills, trusts, and estates firm with a board certified Managing Attorney with over 30 years of experience.

Minimum education: None. Associate Degree preferred. Relevant job experience also applicable.

General Responsibilities:

• Answer all incoming phone calls and transfer to the appropriate Attorney or Team Member
• Assist in greeting all clients or persons who enter the lobby
• Assist Intake Coordinator with intaking potential client calls by answering the initial phone call, obtaining caller contact information, and transferring the call to the intake coordinator, who will perform the in-depth intake phone conversation. If the intake coordinator is unavailable at the time of initial call, you will complete a summary version of the intake call.
• Manage the calendar’s for two Associate Attorneys by assisting them in scheduling calls and meetings with clients and/or opposing counsel.
• Timekeeping in Clio Time and Billing software for Managing Attorney e-service pleadings.
• Collect and sort mail for office. Date stamp mailed documents as received. Scan and save all mail to case matter's virtual file. Distribute mail to appropriate parties within the office.
• Manage shared Heuston Legal outlook email inbox. These duties include:
• 1. Save all e-service attachments immediately and at the end of the day file in client subfolder in Outlook
• 2. Respond to general emails that are not intended for Managing Attorney
• 3. Let Managing Attorney know immediately of any urgent or important emails
• 4. Review emails throughout the week and see if there is any email intended for the Managing Attorney and if he has not responded then remind him to respond.
• 5. At end of each week move all emails in in-box to appropriate client folder in Outlook, except for emails that have a red flag or the Managing Attorney has not responded to.
• Prepare Travel (mileage and toll) reimbursement requests in excel for all attorneys, using Google Maps/Mapquest to calculate mileage from Office to destination(s) and back to Office. Submit check requests for same at the end of each month.
• Ensure office supplies are well stocked. Replenish as necessary. Coordinate with Accounting Department to purchase new supplies as needed.
• Add printer paper to printer(s) weekly.
• Run dishwasher(s) nightly and unload each morning.
• Perform other duties as assigned

General Skills, Certification and Experience Preferences:

• Microsoft File Explorer, Microsoft Word, Excel, Outlook, Adobe Acrobat Pro
• DocuSign
• Zoom and Teams video platform meeting software
• Bilingual Spanish speaker preferred but not required
• Familiarity with FL E-portal preferred but not required
• Familiarity with recording billable time using Clio Time & Billing Software preferred but not required
• Collaborative team skills
• Strong written and verbal communication skills
• Exceptional attention to detail

Job Type: Full Time with benefits.

Job Type: Full-time

Compensation: From $15-$20 an hour

Experience:

• Preferred: 2 years' work experience in legal field

Education:

• Associate Degree in Paralegal Studies (Preferred)

Benefits offered:

• 401(k)
• 401(k) matching
• Paid time off
• Health insurance
• Dental insurance
• Vision Insurance

Schedule:

• 8 hour shift, Monday to Friday from 8:00 AM to 5:00 P.M. with a mandatory hour long lunch break

Application Question(s):

• Please describe your relevant experience.
• Please describe your interest in applying for this position.

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid sick time
• Paid time off
• Vision insurance

Application Question(s):

• Please describe your interest in applying for this position.
• Please describe your administrative and legal experience.

Education:

• Associate (Preferred)

Experience:

• Legal Administrative: 2 years (Preferred)

Ability to Relocate:

• Melbourne, FL 32901: Relocate before starting work (Required)

Work Location: In person

Salary : $15 - $20