Administrative Assistant

Summary

Reese Law Group is a civil litigation law firm representing clients in all stages of collections, subrogation, replevin, and bankruptcy matters. We have 30 years of experience representing Fortune 500 companies, working to maximize their recovery and minimize their exposure.

Reese Law Group is looking for a highly organized and detail-oriented Administrative Assistant to help keep our office running smoothly and efficiently. This is a great opportunity to assist our employees with diverse projects and provide general administrative support. Day-to-day work also consists of clerical duties such as processing and scanning documents, as well as data entry. Candidates are expected to possess critical thinking skills and be comfortable working both individually and in a team environment.

We’re a small company of less than 100 employees, which means there’s lots of room for growth and learning opportunities. Here at Reese Law Group, we’re committed to creating an inclusive culture where all employees feel welcomed and valued.

Essential Job Functions

· Greet and screen visitors coming into the office.

· Answer and direct incoming calls to the appropriate personnel.

· Sort incoming mail daily and distribute to appropriate personnel as well as add postage to outgoing mail and ensure it is ready for pick up.

· Date stamp and mail various documents at the request of the paralegal department.

· Scan documents into our case management software.

· Follow up on documents requested by clients.

· Accurately document case management software when sending documents to court or clients as well as when they are received back by the firm.

· Assist the Admin Department and the firm with additional tasks when needed.

Knowledge/Skill/Ability Requirements

· Experience level: 6 months to 2 years of experience in an administrative or office-based position, preferred.

· Education level: High school diploma, preferred.

· Ability to communicate verbally in a clear, calm, and polite manner over the telephone and in person.

· Ability to use proper grammar and communicate professionally in writing.

· Ability to pay close attention to details, including but not limited to: deadlines, confidential information, financial figures, and legal claims.

· Ability to take initiative in learning new concepts, seeking additional information, and asking co-workers questions when uncertain.

· Ability to prioritize a variety of tasks in a manner that enables timely completion.

· Ability to take initiative in learning new concepts, seeking additional information, and asking questions of co-workers when uncertain.

· Ability to prioritize a variety of tasks in a manner that enables timely completion.

· Ability to utilize MS Office (Word, Excel, PowerPoint, Outlook) and other computer software programs in an efficient manner, and to search for help in the use of such programs independently via the internet.

Physical, Mental, and Environmental Demands

· Must be able to work in a seated or standing position, for periods up to and exceeding 8.0 hours per day.

· Extensive use of a mouse and keyboard, and a calculator.

· Extended viewing of a computer screen.

· Extensive use of a telephone.

Scheduling Requirements

· Must be able to work a normal M-F schedule on site.

Location

· This position is domiciled at the offices of Reese Law Group, in Carlsbad, CA.

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