What are the responsibilities and job description for the Receptionist/Legal Adm. Assistant - Charlottesville, VA position at Williams Mullen Clark Dobbins PC?
*Position required to physically sit in the Charlottesville, VA Office. *Position requires a minimum of one (1) year experience working in a law firm or professional services.
Williams Mullen is seeking a receptionist with strong legal or professional services administrative assistant skills who is driven by a personal desire to excel along with a sense of excitement to join a team that seeks to represent its clients with distinction. The ideal candidate possesses a strong attention to detail, works with a sense of urgency, and wants to grow into a Legal Administrative Assistant role. Provide front desk support as well as entry-level Legal Administrative Assistant duties in our Richmond office. Preferred candidate will be professional, well organized, detail-oriented, a self-starter, have excellent oral and written communication skills, and be able to prioritize assignments and work well under pressure. Proficiency using Microsoft Word, Excel, Power Point and Outlook is essential.
Job Description:
- Answers the telephone and records and delivers messages promptly. Displays professional courtesy in answering telephones.
- Greet clients, guests and visitors and welcomes them to the firm.
- Monitors conference room usage and accepts/declines use of conference room, orders lunches and handles conference area with the support of office services personnel.
- Arranges appointments, notifies clients and others of appointments. Coordinates meeting arrangements, including catering and scheduling of conference rooms.
- Organizes and maintains hardcopy or electronic correspondence, legal documents and computer-based calendars. Knowledge of document management software (iManage) and comparison software (Workshare) or other storage and comparison software.
- Arranges appointments, notifies clients and others of appointments. Coordinates meeting arrangements, including catering and scheduling of conference rooms.
- Makes arrangements for and performs various support services as needed, including hand deliveries, requests for copy/duplicating services and travel arrangements. Coordinates filings.
Will be trained to:
- Type and submit attorney time sheets to Accounting in compliance with firm deadlines and procedures. Verify related client/matter numbers and practice codes.
- Maintain client and firm files in accordance with Records Department procedures, such as routine billing records and account reconciliations.
- Prepare client bill drafts, final bills and cover letters using Aderant Accounting software.
- Prepare forms for expense reports, check requests and other financial-related documents.
- Review and route incoming mail.
- Communicate with clients, attorneys and court personnel in a timely and effective manner.
- Communicate with other administrative team members in Richmond regarding building issues, records or any other administrative needs.
- Assist the records department, library and administrative director with items as needed.
Williams Mullen is an equal opportunity employer committed to a culturally diverse workforce. All qualified applicants will receive consideration for employment without regard to age, race (including characteristics commonly associate with race, including hairstyle), color, ethnicity, national origin, religion, creed, medical condition including pregnancy and childbirth, disability, genetic information, gender identity and expression, marriage or parental status, sexual orientation or Veteran’s status.