Administrative Assistant/Front Desk Receptionist

1 week ago

Pittsburgh, United States Knox McLaughlin Gornall & Sennett, P.C. Full time

Summary: Knox McLaughlin Gornall & Sennett, P.C. is seeking a versatile and dedicated individual to join our team in a hybrid role encompassing responsibilities from both Administrative Assistant and Front Desk Receptionist positions. This role will involve performing a variety of administrative and reception duties, maintaining a professional and positive image, and supporting the smooth operation of the office. The successful candidate will be responsible for providing excellent client service, handling a range of clerical tasks, and ensuring the efficient functioning of the reception area.


Minimum Qualifications:

  • High school diploma or equivalent.
  • Approximately 1-2 years of clerical or office experience, with exposure to multi-line telephone switchboards and secretarial tasks.
  • Proficiency in Microsoft Word and typing speed of at least 40 wpm.
  • Demonstrated ability to manage client interactions with courtesy and respect.
  • Ability to work irregular hours or more than 40 hours per week as needed.
  • Own transportation to and from work.


Essential Duties and Responsibilities:

Administrative Assistant Duties:

  • Utilize computer systems to produce legal documents, memoranda, and correspondence in accordance with Knox Best Practices.
  • Proofread and ensure accuracy of all documents, including legal papers and correspondence.
  • Manage client interactions via phone, email, and in-person; maintain confidentiality.
  • Open, sort, and date incoming mail; handle outgoing mail, faxes, and emails.
  • Maintain effective calendar and deadline systems; arrange court reporters and other services as needed.
  • Conduct conflict checks for new clients and manage billing files; enter attorney time into billing software, process bills, and monitor accounts receivables.
  • Assist attorneys with understanding their practice and proactively support workflow needs.

Front Desk Receptionist Duties:

  • Greet all callers and visitors professionally, handle problem situations appropriately.
  • Operate a multi-line switchboard, directing calls and messages efficiently.
  • Receive and record deliveries; route them to the appropriate individuals promptly.
  • Maintain cleanliness and organization of conference rooms.
  • Assist with time entry, corrections, and mass mail projects as required.
  • Send confidential faxes and ensure the return of original documents to the sender.
  • Maintaining Accounting best practices.

Required Characteristics:

  • Organized: Coordinate and prioritize tasks effectively to meet deadlines. Maintain orderly filing systems and work areas.
  • Motivated: Take initiative to obtain information and solve problems. Display innovation and adaptability.
  • Collaborative: Work well within a team, adjusting to changes and supporting colleagues.
  • Professional: Maintain composure under pressure, accept constructive criticism positively, and exercise proper judgment.
  • Responsible: Follow through on assignments, demonstrate flexibility with work hours, and ensure confidentiality.

Working Conditions:

  • Typical law firm office environment with minimal exposure to excessive noise, dust, or temperature extremes.


Additional Information: This position requires a blend of administrative and reception duties, demanding flexibility and a proactive approach to support the firm's operations effectively. The above description is intended to provide a general overview of the role and is not an exhaustive list of responsibilities or requirements.

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