Administrative Assistant/Front Desk Receptionist
Knox McLaughlin Gornall & Sennett, P.C. - pittsburgh, PA
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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.
Created: 2024-09-13