Office Assistant

Office Assistant Willoughby & Associates Culver City, CA Job Details Full-time $18 - $20 an hour 21 hours ago Qualifications Microsoft Word Spanish Customer communication Microsoft Outlook English High school diploma or GED Full Job Description

JOB TITLE

Office Assistant

REPORTS TO

Owner / Managing Attorney

FLSA STATUS

Non-Exempt Position Summary The Office Assistant provides administrative and clerical support to the attorneys and staff of the Law Office of Willoughby & Associates. This position serves as the first point of contact for clients, visitors, and vendors and is responsible for maintaining the efficient day-to-day operation of the office. The Office Assistant is expected to provide exceptional customer service, maintain a professional office environment, support case administration through routine clerical tasks, and utilize firm software and procedures to assist with the management of office operations. The Office Assistant is expected to maintain confidentiality, exercise sound judgment, and perform assigned duties with accuracy and professionalism. Essential Duties and Responsibilities The essential functions of the position include, but are not limited to: Greet clients, visitors, vendors, and other guests in a professional and courteous manner. Answer and route incoming calls using a multi-line telephone system and take accurate messages as necessary. Respond to routine inquiries and direct individuals to the appropriate attorney or staff member. Schedule meetings and appointments as directed. Maintain the appearance and organization of the reception area, waiting room, conference room, and other common office spaces. Prepare coffee each morning and offer coffee, water, or other refreshments to clients and guests. Receive, sort, and distribute incoming mail, deliveries, and hand-delivered packages. Prepare outgoing mail and coordinate deliveries as necessary. Photocopy, scan, fax, and electronically distribute documents. File, organize, scan, and upload documents into the firm's case management system, including Filevine. Assist with data entry, word processing, and the preparation of routine office documents. Prepare and organize new client file folders and maintain physical and electronic filing systems. Draft routine correspondence and administrative documents for review and approval. Monitor office supply inventory and prepare supply orders for Managing Attorney approval. Accurately record time and work activities using the firm's electronic timekeeping system. Assist attorneys and staff with general administrative tasks and special projects as assigned. Perform other duties reasonably necessary to support the operation of the law office. Knowledge, Skills, and Abilities Excellent customer service and interpersonal communication skills. Professional demeanor and appearance. Strong organizational skills and attention to detail. Ability to maintain strict confidentiality and exercise discretion regarding information received orally and in writing. Ability to communicate effectively with clients, attorneys, court personnel, and members of the public. Patience and professionalism when interacting with difficult or upset visitors and the judgment to seek assistance when appropriate. Basic proficiency with Microsoft Office Suite and the ability to learn legal and case management software, including Filevine. Ability to prioritize multiple tasks and work efficiently in a busy office environment. Dependability, punctuality, and consistent performance of assigned responsibilities. Physical Requirements The employee must be able to perform the essential functions of the position with or without reasonable accommodation. Duties may require prolonged periods of sitting, standing, walking, bending, lifting office supplies or files weighing up to 20 pounds, and extensive use of computers, telephones, and standard office equipment. Disclaimer This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, assign, or reassign duties and responsibilities as business needs require. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Job Type:

Full-time Pay:

$18.00 - $20.00 per hour People with a criminal record are encouraged to apply

Education:

High school or equivalent (Required) Ability to

Relocate:

Culver City, CA 90230: Relocate before starting work (Required)

Work Location:

In person