St. Louis Huffman Law is seeking a detail-oriented, highly organized, passionate, emotionally mature, and self-directed person who can take on a wide variety of responsibilities which include reception duties and support to the legal assistants and attorneys in our firm.
This is a full-time position. As a director of first impressions, you will have direct interaction with our clients and potential clients while providing administrative support according to our Firm's policies and procedures. You must care deeply about the mission of the Firm and the Firm's relationship with our clients.
We are a small boutique criminal defense law firm that has been a part of the Pima County legal landscape since 2009, with a sterling reputation for excellence in criminal defense.
What are some characteristics that a legal administrative assistant should have?
We are looking for a positive person. Our office does not tolerate toxic or negative attitudes. “Not my job” cannot not be part of your vocabulary or attitude.
You will have extensive personal and telephone contact with our clients. You must have strong communication, interpersonal skills and be able to project professionalism, compassion and accurately record and transmit information. If you do not like interacting with the public, please do not apply for this position.
We require proficiency in the use of Mac computers. If you're unfamiliar with Macs, please do not apply for this position. We require staff to type at a minimum of 50 words per minute. You must have real-world, hands-on experience managing group calendars and multiple schedules, especially resolving scheduling conflicts.
We are looking for a team player. Our office is a team environment; we have each other's back.
We are looking for someone who is able to convey a sense of empathy and caring in order to put clients at ease. This job requires compassion for people going through a very difficult time in their lives.
You MUST be able to multi-task and think on your feet while making smart decisions. If you cannot, please do not apply. You MUST be able to handle working with several different databases of information; oftentimes simultaneously. If you are not 100% confident managing data and people, you are not the right person for this job.
Duties and Responsibilities
- Professionally greet clients and man the front desk
- Manage several phone lines at once, while remaining friendly and courteous
- Act as a liaison between the firm and clients, government employees and court personnel
- Thoroughly screen potential new clients, and set up appointments with attorneys in our firm
- Record and transmit accurate and detailed information concerning clients and potential new clients
- Create Dropbox folders and subfolders for clients
- Scan and upload discovery and court documents to the correct Dropbox subfolders
- Identify and calendar multiple court dates and deadlines from minute entries and court orders
- Manage multiple calendars
- Create physical folders for Clients
- Ensure client files are up to date and documented
- Email information and documents to clients, attorneys and law enforcement officers
- Prioritize client related matters
- Review and organize incoming mail and prepare outgoing mailings
- Support firm paralegals in organizing files for hearings and trials
- Copy documents and prepare pleadings for filing and mailing
- Assist in maintaining the office appearance
Specific Qualifications, Experience & Personal Qualities
- Self-starter, detail oriented with exceptional organizational and communication skills
- Strong oral and written communication skills (must have a strong grasp on grammar, syntax and vocabulary). You may be asked for a writing sample
- Proficiency with Mac applications
- Ability to work independently and as part of a team
Compensation
- Compensation will be determined based upon experience and background. This is not an entry level position. The successful candidate will have at least 2 years of front desk experience.
- Basic compensation includes medical insurance for the employee as well as enrollment in the Firm's retirement plan.
HOW TO APPLY:
E-mail a PDF copy of your cover letter and resume, as a single document, and email it with the subject: "Receptionist" Please ensure that the body of the email includes a signature block that contains the following information, in the following order:
Your first & last name
Your home street address
Your home city, state and zip code
Your cell phone number
Your email address
Include a cover letter for your resume where you answer the following questions:
Question #1: Why do you think you're the right candidate for this position? Do not exceed two paragraphs and keep your answer to less than 175 words.
Question #2: Our Firm mission statement is – We help people get second chances in life. Tell us what this statement means to you and why you think we chose it.
Job Type: Full-time
Pay: $17.00 - $20.00 per hour
Ability to Commute:
- Tucson, AZ 85701 (Required)
Ability to Relocate:
- Tucson, AZ 85701: Relocate before starting work (Required)
Work Location: In person