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.
