Job title: Legal Customer Service Assistant
Company: So Cal Realty Law
Job description: Our firm is growing and we’re searching for an office assistant to provide excellent customer service to a virtual law firm in San Diego, California, while also performing important tasks to support the attorneys. You’ll play an important role in creating memorable client experiences and supporting the company’s owner in developing the business. Job Summary: The Administrative Assistant’s primary goal as part of the office team is to complete administrative and human resources duties as well as working with our payroll service to submit regularly scheduled payroll information, new employee onboarding into the payroll system and employer compliance for new employees and annual compliance requirements; oversees monthly billing procedures and following up with clients regarding payment (Accounts Receivable) and makes sure vendors get paid (Accounts Payable). The Administrative Assistant will also provide additional support duties such as preparing meeting agendas, reserving conference rooms, providing support as-needed to staff and clients, and mail distribution. Our ideal applicant combines empathy, communication skills, attention to detail, and technical ability. Contact us right now if you thrive in a fast-paced environment and consistently provide high-quality work and customer service. Work Conditions Physical Demands: This is a full-time job in which the employee is expected to work 40 hours per week. Work is performed in a virtual office environment in which the employee primarily works out of his or her own home, within a dedicated workspace that allows the employee to concentrate on work without distractions. Depending on the employee’s living conditions, the daily work environment should be comfortable.The employee would spend most of their working hours at their desk. Occasionally, if able, the employee might deliver office equipment and supplies to new hires, or pick up office equipment from staff who are leaving the firm. The majority of the job requires only the ability to work at a desk and operate a computer and telephone. This position may be filled by a person who is unable to perform any other physical duties. The applicant must be able to communicate verbally and to hear, using the telephone and video conferencing. If possible, the duties of this job may include standing, walking, bending, stooping, kneeling, and may, on occasion, lift up to 20-pounds. Authority: Non-attorney staff are prohibited by the ABA’s rules of Professional Conduct and State Bar Association rules from practicing law. All work performed by the Legal Assistant must be in support of and under the direct supervision of an attorney. In dealing with clients, the Administrative Assistant must be careful not to inadvertently slip into the unlawful practice of law. This would include answering client questions about what will happen in their case or recommending that a client undertake a certain course of action during their case. Non-attorney staff shall never give any client or potential new client legal advice. Knowledge, Skills Abilities: [Scorecard] Top 5 competencies/characteristics to be successful in the POSITION • Adaptability • Detail-Oriented • Written Communication • Telephone Communication • Follow-Up and Control • Resourcefulness Top 5 competencies/characteristics to be successful in RELATIONSHIPS (clients, teammates, Owner) • Initiative • Interpersonal Skills • Collaborative • Professional • Customer-Focused • Technical Skills Responsibilities: Arrange for the storage of case and corporate files so that attorneys may readily obtain the information they want Write and send letters, notecards, emails, newsletters, and thank-you cards to clients when requested Track, enter, and record all attorney time into the computer system Facilitate the scheduling of meetings, travel arrangements, and appointments for the team as needed Help with extra administrative activities as needed to assist the team and ensure the firm’s seamless functioning Essential Duties: • Administers monthly payroll and onboards new employees into payroll system; uses ADP system to provide appropriate forms for employer compliance; updates payroll system and creates payroll reports • Accounts Receivable: Prepares monthly client invoices and oversees monthly invoicing workflow • Accounts Payable: Makes sure all vendor invoices are timely paid and, when appropriate, entered as an expense under client matters for reimbursement to firm • Communicate with Clients regarding Billing Collections via Email, Phone, or In Person • Updates records in the firm’s Case Management System • Preparing team meeting agendas as instructed by Team Leader • Reserving rooms at Meissner Commercial Services office for in-person meetings with clients • Overseeing the Mail Distribution Workflow (may be shared with other administrative assistant) • Serves as backup to other administrative positions when they are out of the office or in need of extra support • Reporting – Produce weekly and monthly reports as assigned. • Other miscellaneous duties as assigned. Qualifications: Must have great time-management skills, and organizational skills Ability to use law management software to process legal documents, conduct research, and manage the law firm’s administrative operations Applicants must have a high school diploma or equivalent GED; an associate’s degree of some college is preferred Familiarity with Microsoft Office programs and popular apps (Google Calendar, Outlook, etc) are essential along with basic computer skills Proven experience in a professional environment with customer service, preferably in a legal office Education Experience: • Requires an Associate Degree or equivalent work experience • Requires 3+ years’ experience working in an office performing administrative duties Time Priority Management • Organizational • Scheduling • Basic Administration – copy, scan, file • Office 365 –Word, Excel, PowerPoint • G-Suite email and calendaring system • Type 55 wpm • Phone Etiquette About Company: The legal services offered by So Cal Realty Law, APC, include real estate transactions, real estate litigation, landlord services, unlawful detainer (eviction), lease negotiation, mediation, arbitration, and a wide variety of other real estate-related services. We are growing fast, and we are investing time and energy into building our A-Team. There will be training on the types of legal matters we handle, including litigation, transactions, how to use our billing system, calendaring system, and CRM system. We are looking for someone who is trainable and learns technical applications quickly. This position offers a respectful team culture, opportunities for professional development and advancement, a competitive salary based on skills and experience, opportunities for performance-based bonuses, plus benefits.
Location: San Diego, CA
Job date: Tue, 28 Jun 2022 22:53:15 GMT
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Job title: Legal Customer Service Assistant