Office Assistant
5 days ago
Under supervision, the Office Assistant will offer quality legal support and administrative assistance for estate planning, probate, tax, and business matters. Primary support will be provided to the Owner while also assisting associate attorneys, paralegals, and other professionals.
Responsibilities include scheduling new clients, setting up new cases in the case management system, drafting legal documents, maintaining case files, and ensuring excellent client service.
Responsibilities
•Work closely with the Owner in day-to-day planning, workload management & organization, client meeting preparation, and all other administrative needs
•Assist with the preparation of basic documents and correspondence related to new client intake, estate planning, probate, tax, and business matters in support of the team
•Track and adhere to established, expedient timeframes to meet office, tax, and/or court deadlines
•Edit documents based on professional staff direction
•File and/or send original documents (deeds) and/or pleadings to the court and/or various counties for recording
•Under direction, review information in files to determine if all pertinent information and/or documentation is present including client questionnaires, tax records, copies of real property deeds, invoices etc. while verifying personal information throughout documents
•Provide support to associate attorneys, paralegals, and paraprofessionals confirming all required documentation has been received from client and/or other sources and all outstanding items addressed.
•Notify and or coordinate with clients on signing appointments
•May assist attorneys by attending client meetings, taking notes, organizing documents, etc.
•Receive and respond with assistance from supervisor and/or associate attorney to client questions, and outside agencies, regarding procedures, and case/matter status.
Other functional duties include:
•Receive, transfer, or refer calls to appropriate sources
•Provide basic information and interpretation of office policies relating to services
•Schedule appointments for clients with the appropriate staff member(s)
•Meet and greet the general public and/or clients and direct individuals to appropriate staff; may check in clients for appointments
•Make outgoing calls related to services and/or confirm appointments
•Refer complex issues to the appropriate staff member(s) for assistance
•Provide assistance in scheduling and setting up conference rooms for meetings and events
•Ensures reception, kitchen, and office areas are clean, tidy, and presentable
Qualifications
•Experience required: At least one year of relevant professional experience needed to effectively carry out the responsibilities of the position.
•Licenses/Certifications: None are mandatory for this role.
•Knowledge, Skills & Abilities: - Basic comprehension of general legal office principles, practices, and procedures is essential. - Ability to independently and accurately perform assigned tasks following established procedures. - Proficiency in legal terminology, court rules, and administrative procedures related to estate planning, tax, and business law. - Strong communication skills, both orally and in writing, are necessary. - Working knowledge of business English, grammar, arithmetic, and office equipment.
•Work Conditions & Physical Demands: - Work is conducted in an office environment with regulated temperature and typical office noise levels. - Physical requirements include standing, walking, sitting for long periods, and occasionally lifting up to 20 pounds.
•Authority: - Non-attorney staff must work under the direct supervision of an attorney and should avoid giving legal advice to clients. - All tasks performed by the Office Specialist 1 must support and be supervised by an attorney.
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