Receptionist – Speaks Law Firm

Salary Grade/Level/Family/Range: $13.00 - $17.00/hour

JOB DESCRIPTION

Summary:

This position assists in daily administrative tasks to ensure an effective, efficient, and productive administrative support structure. The receptionist must possess excellent interpersonal and customer service skills to communicate and liaison with all team members, clientele, and the public. They must also be able to operate a multi-line telephone system and oversee the daily reception duties of the Firm including, but not limited to, welcoming clients and other visitors, answering calls and ensuring message delivery, sorting, and disbursing incoming mail or faxes, and scheduling. The receptionist also works on tasks as required to meet Firm objectives.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties include but are not limited to:

1. Answer all incoming calls in a professional manner, assist callers with information, and forward calls to the appropriate contact.

2. Ensure accurate and detailed messages are forwarded in a timely fashion to the appropriate contact.

3. Possesses complete knowledge of the telephone and voicemail system to ensure proper utilization of the system.

4. Welcome clients and visitors upon arrival at reception.

5. Schedule and confirm appointments.

6. Maintain office calendars for availability and track team member birthdays.

7. Direct the flow of mail, faxes, and deliveries to reach the intended recipients in a timely fashion.

8. Mail certified mail and UPS/Fedex as requested by team member.

9. Input data into the Needles Neos case management system for each potential new client contact to record call volume appropriately and in conjunction with the Intake Coordinator.

10. Input data into the Needles Neos case management system for each new client file, and assign files as instructed by the Intake Coordinator.

11. Maintain an inventory of office supplies and ensure communication with Bookkeeper for items needed monthly.

12. Order and maintain business cards for all team members.

13. Maintain a neat, tidy, and orderly front desk and lobby area.

14. Ensure downstairs kitchen and trash area is kept tidy and clean on a routine basis.

15. Prepare meeting facilities, and arrange refreshments, as needed.

16. Ensure all public areas of the office are professionally presentable.

17. Assist with copying, scanning, faxing, emailing, or note taking as needed.

18. Possess basic knowledge of other team member job responsibilities to provide backup when required.

19. Meet with clients for notary purposes and notarize all documents presented at the front desk.

20. Coordinate with clients to ensure proper execution of all checks and releases.

21. Process credit card transactions and print daily deposit report at the end of every business day.

22. Other clerical duties as required.

Competencies:

1. Technical proficiency with Microsoft Office Products and Needles Neos Case Management Software.

2. Ability to multitask and prioritize tasks for execution in a timely fashion.

3. Excellent written and verbal communication skills.

4. Attention to detail.

5. Friendly, welcoming and professional temperament and appearance.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, postage machine, filing cabinets and fax machines.

Physical Demands:

This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand, as necessary.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 am to 5:30 pm.

Travel:

No travel is expected for this position.

Required Education and Experience:

1. High School Diploma or GED

2. Two years of customer service or reception experience, preferably in a law firm

Preferred Education and Experience:

1. Three years of customer service or reception experience, preferably in a law firm

2. Notary Public

Job Type: Full-time

Pay: $13.00 - $17.00 per hour

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 2 years (Preferred)
• Customer Service: 3 years (Preferred)

Work Location: One location

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