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Office Manager

1 month ago

Lemoyne, United States Signature Staffing Full time
Job DescriptionJob DescriptionTrusted Camp Hill law firm specializing in family law needs an Office Manager ASAP Temp-to-Hire, possible Direct Hire, M-F 8:30am-5pm $45-$47k a year. Our client offers paid sick days and PTO, medical, dental, and vision insurance, 401(k) and just as important a fun, challenging and congenial work environment. Let us know if you are interested Could be Temp-to-Hire or Direct HireSalary $45-$47kM-F 8:30am-5pm

Job Title: Office ManagerJob Summary: This role is a pivotal function and sets the initial tone of positivity, competence, empathy, culture of acceptance and inclusivity for clients that interact with our firm. These skillsets are important as the firm practices both Immigration and Family Law where those qualities are necessary for us to start building trusting relationships from the start as we help manage some of the most important decisions that our clients are navigating. The individual must maintain a friendly phone disposition, be able to handle differing levels of complexity in tasks, exhibit excellent follow-up skills, and in general, manage the office to ensure that the operations run as smoothly as possible. Specifically, this position provides administrative support to attorneys and paralegals and brings operational best practices to the firm.This role involves managing legal documents, maintaining calendars, regular communication with clients, communicating and coordinating with vendors, and performing clerical tasks. This is a busy law firm and individuals must be comfortable in that environment and be able to thrive with the challenges that the volume of clients sometimes bring. The individual should be naturally energetic, positive, and motivated to make a difference to our growing and thriving firm.Responsibilities:
  1. Organizational management:
    • The successful candidate will demonstrate the ability to manage a variety of related, but disparate tasks on a daily basis. The volume and frequency of these tasks will vary, but the attention to detail and accuracy is paramount.
  2. Calendar Management:
    • Maintain and coordinate attorneys' calendars, scheduling client appointments, and meetings. Scheduling appointments for the number of attorneys in the firm can be a difficult task to juggle so the selected individual must have great time management and problem-solving skills to be successful
  3. Communication:
    • Courteous and accurately documented phone skills are required. The ability of the selected individual to answer phone calls, take messages, and distribute those messages in a timely fashion is critical. They also greet those who enter the office and prepare clients with intake paperwork upon the person’s arrival.
  4. File Management:
    • Organize and manage legal files, both in physical and electronic formats. Ensure that documents are appropriately filed and easily accessible. The individual will also need to open files for new clients and record their information within the client management system.
  5. Administrative Support:
    • Provide general administrative support, including photocopying, scanning, faxing, and managing office supplies. Assist with the coordination of firm meetings and travel arrangements. Ordering and managing firm consumables timely is required. This role also requires light lifting of objects for deliveries that arrive for office operations.
    • Office supply management - as a law firm our firm consumes materials at a high rate, the ability to stay abreast of these needs on a regular basis is essential to keep the office running smoothly
  6. Billing and payments:
    • Receive client payments and record payments providing receipts to clients and the transaction summaries to the Attorneys.
  7. Confidentiality:
    • Maintain strict confidentiality of client information and legal matters. Adhere to ethical standards and professional conduct. The individual should be skilled at maintaining a neat and orderly desk at all times as the work area is in an open space.
  8. Software Proficiency:
    • Utilize legal case management software, document management systems, and other office software to perform tasks efficiently.
Qualifications:
  1. Education:
    • High school diploma or equivalent. College degree is preferred, however a certificate or associate degree in legal studies or a related field is desirable
  2. Experience:
    • Previous experience as a legal secretary or in a legal support role is advantageous. Some familiarity with legal terminology and procedures is beneficial, but not required.
  3. Communication Skills:
    • Excellent written and verbal communication skills. Ability to communicate professionally with clients, attorneys, and other stakeholders.
  4. Organizational Skills:
    • Strong organizational and multitasking skills. Ability to prioritize tasks and meet deadlines in a fast-paced legal environment.
    • Ability to learn new tasks quickly and accurately is essential
  5. Attention to Detail:
    • Meticulous attention to detail, particularly in drafting correspondence and managing legal files.
  6. Technology Proficiency:
    • Proficient in using Microsoft Office suite and legal software applications.
  7. Adaptability:
    • Ability to adapt to changing priorities and work effectively under pressure.
  8. Driver’s License and reliable transportation:
    • In addition to arriving to work each day daily post office trips are required to ensure that our clients receive correspondence as quickly as possible. The individual will need to be able to travel to local post office at the end of each business day.