Legal Administrative Assistant/Receptionist

Our

Sheridan, Wyoming office is currently seeking an experienced

Legal Administrative Assistant/Receptionist.

POSITION SUMMARY:

The Legal Administrative Assistant/Receptionist position provides direct support to assigned attorneys and is responsible for performing a variety of administrative and clerical support tasks to ensure high-quality service and efficient day-to-day operations. This role will also be the first point of contact for visitors to the firm.

KEY LEGAL ADMINISTRATIVE ASSISTANT RESPONSIBILITIES:

• Maintains electronic and non-electronic case files including scanning, copying, and filing.
• Opens and closes case files in accordance with firm procedures.
• Retrieves information as requested from records, email, files, and other related documents.
• Prepares written summaries of data when needed.
• Compiles, proofs, and revises legal documents, contracts, briefs, motions, and pleadings as assigned.
• Drafts, proofs, and submits correspondence with clients, opposing counsel, courts, and other parties.
• Coordinate with staff and attorneys from other offices and assist with local court filings or deliveries.
• Files and serves pleadings and discovery to court or parties of notice.
• Schedules meetings, conferences, and depositions.
• Maintains attorneys’ calendars with appointments, court appearances, and other deadlines as requested.
• Assists assigned attorneys with holiday cards and gifts to clients.
• Responds to and resolves administrative inquiries and questions.
• Performs other related duties as assigned.

KEY RECEPTIONIST RESPONSIBILITIES:

• Answers, screens, and routes incoming phone calls.
• Greets clients, visitors, and guests.
• Determines the purpose of each person’s visit and directs or arranges escort to the appropriate location.
• Operates office equipment which may include but is not limited to a multi-line telephone system, video conferencing equipment, copier, scanner, fax machine, and printer.
• Maintains admin lists, phone lists, and other details specific to the office.
• Responsible for tracking and storing the AED machine for the office.
• Performs inter-office and outer-office errands as directed.
• Handles incoming and outgoing mail including sorting, collecting, distributing, and postage.
• Stocks designated work areas with various products such as paper, beverages, and general office supplies.
• Sets up and maintains coffee stations.
• Coordinates and orders lunches as directed.
• Plans office parties including but not limited to the summer picnic, holiday party, and birthday celebrations.
• Works with office vendors such as cleaners, shredder, heating, and electrician as needed.
• Performs other related duties as assigned.

KEY SKILLS:

• Strong customer service and interpersonal skills are required to communicate effectively and professionally with all levels of personnel and external clients.
• Able to work in collaboration within a team and independently.
• Able to maintain strict confidentiality of client and firm information.
• Understands and implements general rules of ethical behavior applicable to legal personnel.
• Able to work in collaboration within a team and independently.
• Able to learn new skills as technology evolves.
• Possesses excellent attention to detail, follows up on projects, and follows through on deliverables.
• Able to develop and apply comprehensive planning and organizing strategies to ensure tasks and projects are appropriately prioritized and resources are used effectively and efficiently.
• Able to work under tight deadlines, handle multiple detailed tasks, and anticipate when help will be needed from department members.
• Flexible and able to respond quickly and positively to shifting demands and opportunities.
• Able to effectively work in a multi-office environment and a culturally and educationally diverse environment.
• Writes clearly and informatively, edits work for spelling and grammar, adapts communication to suit needs, presents numerical data effectively, and can read and interpret written information.
• Speaks clearly and persuasively, listens, and gets clarification as needed, responds well to questions, and takes a collaborative approach in group settings.
• Able to take responsibility for work activities and personal actions, follow through on commitments, acknowledge and learn from mistakes, and recognize the impact of one’s behavior on others.
• Able to independently formulate sound decisions and select an effective course of action using available information.
• Able to take initiative and be proactive in performing tasks.
• Available to work overtime as needed and approved by assigned attorneys.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.
• Minimum of one year of experience in a professional environment.
• Working knowledge of Microsoft Office Suite, Adobe, and other similar software.
• Must be able to read, comprehend, and follow written and verbal instructions.
• Valid driver’s license.
• Must have a fully insured, reliable source of transportation.

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer.
• Prolonged periods of standing and walking throughout facilities.
• Must be able to lift up to 25 pounds at times.
• Must be able to bend, lift, stretch, and climb.

PAY & BENEFITS: The firm offers a competitive wage and a comprehensive benefits package including:

• Medical, dental, and vision.
• Employer paid short and long-term disability.
• Voluntary life, accident, and critical illness.
• Flexible spending accounts.
• Vacation, sick, and personal leave.
• Paid parental leave.
• Fully vested 401(k) retirement plan with employer contributions (eligible after 1 year).

DISCLAIMER:

This job posting is not meant to be an all-inclusive list of duties and responsibilities, but constitutes a general definition of the position's scope and function.