Summary: Knox McLaughlin Gornall & Sennett, P.C. is seeking a skilled and versatile individual to fill a hybrid role combining responsibilities from Administrative Assistant, Front Desk Receptionist, and Paralegal positions. This role will primarily focus on providing administrative support while also performing essential paralegal and reception duties. The successful candidate will be responsible for managing legal documents, supporting attorneys with legal tasks, maintaining a professional front desk, and ensuring smooth office operations.
Minimum Qualifications:
· High school diploma or equivalent
· Approximately 2-3 years of experience in a administrative assistant or paralegal role, with a solid understanding of legal terminology and procedures.
· Previous experience in an administrative or front desk role is a plus.
· Proficiency in Microsoft Word and typing speed of at least 40 wpm.
· Demonstrated ability to handle client interactions with courtesy and professionalism.
· Ability to work irregular hours or more than 40 hours per week as needed.
· Own transportation to and from work.
Essential Duties and Responsibilities:
Paralegal Duties:
· Prepare, review, and file legal documents, including pleadings, motions, and discovery requests.
· Conduct legal research and draft legal correspondence and reports.
· Assist attorneys with case preparation, including organizing case files, managing evidence, and preparing exhibits.
· Perform client interviews and gather information pertinent to cases.
· Manage and track case deadlines and schedules using firm technology.
· Coordinate with courts, opposing counsel, and clients regarding case developments and scheduling.
Administrative Assistant Duties:
· Utilize computer systems to produce legal documents, memoranda, and correspondence according to 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.
· 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.
· Assist with time entry, corrections, and mass mail projects as required.
· Send confidential faxes and ensure the return of original documents to the sender.
Required Characteristics:
· Organized: Efficiently coordinate and prioritize tasks to meet deadlines. Maintain orderly filing systems and work areas.
· Motivated: Take initiative in obtaining information and resolving issues. Display innovation and adaptability in all tasks.
· Collaborative: Work effectively within a team, adjust to changes, and support colleagues as needed.
· Professional: Maintain composure under pressure, accept constructive criticism positively, and exercise sound 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 role requires a blend of paralegal, administrative, and reception duties. The successful candidate must be able to perform complex legal tasks while managing front desk operations and providing general administrative support. The above description is intended to provide a general overview of the role and is not an exhaustive list of responsibilities or requirements.
