Administrative Assistant

2 weeks ago

Syracuse, United States The Colwell Law Group Full time
Job DescriptionJob Description

Administrative Assistant - Located on-site in Syracuse, NY.


  • Growth, growth, and more growth
  • Ongoing legal training for attorneys and legal support staff
  • A collaborative team
  • Summer Friday schedules
  • A focus on work-life balance
  • Competitive salaries, incentives, and bonus structure
  • Career advancement opportunities


Employee success and client experience are #1


See why The Colwell Law Group is consistently voted as a top law firm

  • Voted as one of the Best Places to Work in the NY Capital Region for 2023
  • Ranked as one of America’s Top Law Firms 500 6 years in a row
  • Ranked as one of America’s Fastest Growing Companies by INC5000


The Colwell Law Group, LLC (“CLG”) has been delivering exceptional legal services to the Capital Region and surrounding counties for two decades. Our outstanding reputation has been earned through close collaboration with clients, understanding their legal needs, prioritizing their objectives, and guiding them toward success.


At CLG, we represent our clients with a team-oriented approach that capitalizes on the strengths and extensive experience of our legal team. This collaborative strategy enables us to consistently achieve positive outcomes and add significant value to our clients' cases. At CLG, clients benefit from a legal team, not just an individual attorney, all dedicated to upholding the firm's core values: compassion, leadership & grit.

Compensation:

$19 - $25 hourly

Responsibilities:

At the firm, the administrative assistant performs various clerical and organizational tasks to facilitate efficient office operations. This includes managing incoming calls to the front desk, scheduling appointments, and handling correspondence with clients, attorneys, and other parties involved in legal matters. The administrative assistant may also assist in maintaining and organizing files, preparing legal documents, and providing general administrative support to attorneys, the management team, and other staff members as needed. In addition to ensuring the office functions efficiently and effectively, the ideal candidate will also assist our Accounts Payable team.


  • Manage incoming phone calls, handling inquiries, or directing.
  • Ensure the reception area, conference rooms, and kitchen areas are clean.
  • Refill all copiers with paper at the end of each day. 
  • Communicate effectively with current and potential clients over the telephone, through electronic communications, and in person.
  • Monitor the availability of the conference room schedule with respect to the legal and sales department schedules to ensure there are no conflicts.
  • After each conference room meeting, ensure that each conference room is clean and tidy for the next meeting. 
  • Holding and maintaining any documents needed for upcoming appointments.
  • Manage daily mailing. (Collect, scan/upload, and distribute mail to the appropriate recipients in a timely manner. Finalize and send outgoing correspondence)
  • May assist the Billing & Collections Specialist in maintaining accurate and up-to-date customer accounts, address billing inquiries, and resolve any issues related to collections. Communicate effectively with customers to facilitate prompt payment.
  • May assist the Billing & Collections Specialist prepare, send, and follow up on invoices to ensure timely payment. Record and track incoming payments, and handle discrepancies or issues related to billing.
  • Miscellaneous printing and copying. 
  • Collect and provide receipts for any cash or check payments being dropped off at the front desk. 
  • Compiling lists of needed supplies and ordering upon approval.
  • Assist with entering invoices into QuickBooks for multiple companies.
  • Coordinate with vendors to collect monthly invoices.
  • Including but not limited to all other duties as assigned.
Qualifications:
  • The ideal candidate should have a minimum of one year of administrative, customer service or billing and collections experience.
  • Preferably, the candidate should have at least one year of prior experience working in a law firm.
  • Knowledge of accounts payable and basic accounting is desirable.
  • A minimum of a high school diploma is required, while a bachelor's degree is preferred.
  • Proficiency in Microsoft Office Suite, especially advanced skills in Microsoft Excel, is necessary.
  • The candidate should possess qualities such as accuracy, attention to detail, analytical skills, organization, data entry, and general math skills.
  • Familiarity with case management software, along with abilities in critical thinking and problem-solving, are essential.
  • Excellent written and verbal communication skills are a must.
  • The candidate should be able to communicate effectively and professionally.
  • Proven track record of meeting deadlines in a fast-paced work environment is required.
About Company

What We Offer:

  • Competitive salary and incentive plan
  • 401(k) retirement plan with matching
  • Health, dental, vision/Rx, pet, and life insurance policy options
  • Paid time off, 7 personal days, 7 paid holidays, and a summer Friday program
  • Open-door leadership philosophy
  • Professional, diverse, inclusive, respectful, and friendly workplace environment


The Colwell Law Group, LLC is an equal-opportunity employer committed to providing fair treatment to all employees and applicants. We do not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status.


Discrimination is prohibited in all aspects of employment, including recruitment, hiring, promotion, training, and termination. We aim to foster a diverse, inclusive, and supportive workplace where every individual is respected and valued for their contributions.

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