Gembala, McLaughlin & Pecora Co., LPA is a multi-faceted law firm looking to add an enthusiastic administrative assistant/back-up receptionist to its growing team. The successful candidate will possess exceptional work ethic and superior communication and grammar skills. Experience working with legal documents, clients, incoming phone calls and reception preferred. Our firm is a fast-paced environment with a variety of clients facing complex legal issues across multiple practice areas. The administrative assistant will fulfill back-up reception desk and customer service duties, and provide general office support for the firm. Full-time or part-time candidates will be considered.

As the administrative assistant your role will assist all practice groups. You will be responsible for providing legal and administrative support to attorneys and paralegals, which includes but is not limited to:

• Receive and place telephone calls, take notes/messages and redirect calls when appropriate.
• Communicate with clients, court, and opposing counsel regularly in person, by email, or by phone.
• Prepare, proofread, and/or process correspondence and subpoenas under the supervision of an attorney or a paralegal.
• Schedule meetings and arrange conference rooms.
• Mail, fax or arrange for delivery of legal correspondence to clients, witnesses, and court officials.
• Operate office equipment, such as copier and scanner.
• Receive and place telephone calls, take notes/messages and redirect calls when appropriate.
• Assist attorneys and paralegals in collecting case related information.
• Assist with trial preparation including assembling exhibits.
• Facilitate the meeting of deadlines by keeping multiple agendas and providing timely reminders.
• Assist Accounts Receivable in collections.
• Enter billing entries for attorneys and paralegals.
• Provide administrative assistance as needed.

As the back-up receptionist your role will assist the main receptionist in the performance of her duties, which includes but not limited to:

• Receive and place telephone calls, take notes/messages and redirect calls when appropriate.
• Greet visitors and maintain visitor log.
• Answer and correctly route calls.
• Book meeting rooms.
• Receive and send mail packages.
• Prepare coffee and stock fridge with water bottles.
• Handle mail distribution.
• Complete opening and closing office procedures.
• Handle cleaning of café area throughout the day.

Ideal candidate will possess the following qualifications

• High school diploma.
• Possess a pleasant, friendly, accommodating and attentive demeanor.
• Prior receptionist/customer service experience.
• Prior office experience; a minimum of one year.
• Experience using office equipment such as copiers, printers and scanners.
• Strong computer skills, including proficient use of Microsoft Office applications and Adobe Acrobat.
• Ability to prioritize and balance several projects simultaneously, with limited supervision.
• Ability to navigate various electronic databases and document repositories.
• Strong organizational and time management skills.
• Strong verbal and written communication skills.
• Excellent attendance record.
• Dependable transportation.
• Experience with NetDocuments, or another cloud-based database, preferred but not required.
• Experience with TABS, or another time and billing software, preferred but not required.

Benefits for Full-Time Employment:

• 401(k), with 3% safe harbor contribution for eligible employee
• Paid time off
• Health Insurance
• Dental Insurance
• Vision Insurance