What are the responsibilities and job description for the Receptionist/Legal Administrative Assistant position at MOOREHEAD LEGAL LLC?
The Opportunity:
This is a critical dual-role position demanding exceptional multitasking abilities, professionalism, and a calm demeanor under pressure. You will be the first point of contact for our clients – many of whom are experiencing stressful and difficult times – while also providing essential administrative support to ensure the smooth daily operation of our high-volume practice. Efficiency, accuracy, and empathy are paramount.
Key Responsibilities:
Reception (Primary Focus - Client-Facing):
- First Impressions: Professionally and compassionately greet all visitors and clients in person, creating a welcoming and supportive atmosphere.
- High-Volume Phone Management: Answer a multi-line phone system promptly and courteously, screening and directing calls efficiently to the appropriate staff members (attorneys, paralegals, case managers). Take detailed messages with accuracy.
- Client Interaction: Handle sensitive client inquiries with empathy, patience, and discretion. Provide basic information and direct concerns appropriately. Manage client sign-ins and notify staff of arrivals.
- Intake Support: Assist with initial client intake procedures, gathering basic information, and ensuring intake forms are completed. May involve preliminary screening of potential clients per firm guidelines.
- Scheduling: Manage conference room bookings and assist with scheduling client appointments as needed.
- Mail & Packages: Receive, sort, and distribute incoming mail, packages, and deliveries. Prepare outgoing mail and coordinate courier services.
- Office Environment: Maintain a clean, organized, and professional reception area.
Administrative Support:
- Document Management: Scan, photocopy, fax, and file documents (both physical and electronic) accurately and efficiently using our case management system (e.g., Clio, Needles, FileVine - specify if known).
- Data Entry: Input client information, case updates, and other data into the firm's case management and billing systems with a high degree of accuracy and speed.
- Medical Records Coordination: Assist paralegals and case managers with requesting, tracking, and organizing medical records and bills (crucial in PI cases). Understand basic medical terminology and billing formats.
- Correspondence: Draft, proofread, and send standard letters, emails, and other communications as directed.
- Settlement Support: Assist with preparing settlement packets, disbursement sheets, and client check processing under supervision.
- Office Supplies: Monitor and maintain inventory of office supplies; place orders as needed.
- General Support: Provide backup support to paralegals, legal assistants, and attorneys with tasks such as transcription, organizing files, preparing binders, and other administrative duties as assigned. Assist with managing attorney calendars as needed.
Required Qualifications:
- High School Diploma or equivalent (Associate's degree or relevant certification preferred).
- Minimum 2 years of proven experience in a fast-paced receptionist and/or administrative assistant role. Experience in a high-volume law firm, medical office, or insurance setting is HIGHLY preferred.
- Exceptional phone etiquette and communication skills (verbal & written), with the ability to interact professionally and empathetically with distressed clients.
- Outstanding organizational skills and meticulous attention to detail.
- Superior multitasking and time-management abilities; thrives in a demanding, deadline-driven environment.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Experience with legal case management software (Clio, Needles, FileVine, etc.) is a significant plus.
- Ability to handle sensitive and confidential information with the utmost discretion (HIPAA compliance awareness is essential).
- Strong data entry skills with speed and accuracy.
- Ability to work independently with minimal supervision and as part of a collaborative team.
- Positive, proactive attitude and a strong work ethic.
Strongly Preferred Qualifications:
- Bilingual proficiency (especially Spanish) is a major asset.
- Specific experience in Personal Injury law.
- Experience requesting and managing medical records.
- Familiarity with legal terminology and procedures.
Physical Requirements:
- Ability to sit or stand for extended periods.
- Ability to lift and carry up to 15-20 lbs (e.g., boxes of files).
- Proficient use of standard office equipment (computer, phone, copier, scanner).
What We Offer:
- Competitive salary commensurate with experience.
- Paid time off (Vacation, Sick Leave, Holidays).
- 401K (non-matching).
- Bonuses
- Opportunities for professional growth and development within a thriving firm.
- A dynamic, supportive, and team-oriented work environment.
- The opportunity to make a real difference in the lives of clients facing challenging circumstances.
Salary : $37,500