Find & Apply For Office / Administrative Assistant Jobs in Blue Ash, Ohio

The Administrative Assistant is responsible for managing the law firm's incoming mail and ensuring that all correspondence and documents are accurately received, sorted, opened, scanned, indexed, and routed to the appropriate attorneys and staff in a timely manner. This position plays an important role in maintaining the firm's document management system, coordinating scheduling and client communications related to incoming mail, notifying attorneys of time-sensitive matters, and maintaining adequate office supplies. The Administrative Assistant also serves as a backup receptionist, providing telephone coverage and front-desk assistance when needed, including during receptionist absences, breaks, meetings, or periods of high call volume. The ideal candidate is highly organized, detail-oriented, dependable, and capable of prioritizing competing responsibilities while maintaining strict confidentiality in a law office environment. Essential Duties and Responsibilities 1. Incoming Mail Management and Distribution Receive and manage all incoming mail, deliveries, and correspondence received by the firm. Sort mail by attorney, department, client, case, and type of correspondence. Open, review for routing purposes, and process incoming mail in accordance with firm procedures. Identify and promptly escalate time-sensitive, urgent, or potentially critical correspondence, including court notices, hearing notices, filing deadlines, Requests for Evidence (RFEs), Notices of Intent to Deny (NOIDs), government notices, and other documents requiring immediate attention. Ensure that mail requiring special handling is delivered to the appropriate attorney or staff member without delay. Maintain an organized process for tracking and distributing incoming mail and documents. 2. Document Imaging and Electronic File Management Scan and image incoming correspondence and documents into the firm's electronic document management system. Ensure that scanned documents are legible, complete, properly oriented, and include all pages, attachments, and relevant enclosures. Confirm that both sides of documents are scanned when necessary. Save, label, index, and upload documents to the correct client file using established naming conventions and filing procedures. Verify that documents are uploaded to the correct electronic file and are accessible to the appropriate personnel. Maintain the confidentiality and security of physical and electronic client records. Identify and promptly report scanning errors, missing pages, misfiled documents, or other discrepancies. 3. Scheduling and Calendar Coordination Coordinate scheduling activities arising from incoming correspondence, including appointments, consultations, meetings, and other calendar events as directed. Notify the appropriate attorney and staff of upcoming hearings, appointments, deadlines, and other dates identified in incoming documents. Assist with entering relevant dates and reminders into the firm's calendar system in accordance with established procedures. Confirm that scheduling-related communications are routed promptly to the appropriate person. Escalate any uncertainty regarding deadlines or calendar entries to the responsible attorney or designated supervisor. 4. Client Communication and Attorney Notification Contact clients, when appropriate and authorized, to communicate the receipt of documents, request routine administrative information, relay scheduling information, or coordinate appointments. Route client inquiries and correspondence to the appropriate attorney or staff member. Promptly notify attorneys of incoming correspondence requiring their review, attention, or response. Follow established procedures for communicating urgent matters and confirming that critical correspondence has reached the responsible attorney. Maintain accurate and professional communication with clients, government agencies, courts, vendors, and other individuals contacting the firm. Avoid providing legal advice, interpreting legal documents, or independently advising clients regarding legal deadlines, case status, or the legal significance of correspondence. Document client communications and follow-up actions when required by firm policy. 5. Office Supplies and Inventory Management Monitor inventory levels of office supplies, including paper, toner, envelopes, folders, labels, postage supplies, and other regularly used materials. Maintain an organized supply area and ensure commonly used supplies remain adequately stocked. Prepare and submit purchase requests or orders in accordance with the firm's purchasing procedures. Track deliveries, verify received orders, and report shortages, damaged items, or discrepancies. Coordinate with vendors as needed regarding routine supply orders and deliveries. Exercise reasonable care to avoid unnecessary expenditures, waste, and duplicate orders. 6. Backup Receptionist and Telephone Coverage Provide backup reception coverage when the receptionist is absent, away from the desk, on break, or otherwise unavailable. Answer incoming telephone calls promptly and professionally. Identify callers, determine the general nature of their inquiries, and direct calls to the appropriate attorney or staff member. Take accurate messages, record caller contact information, and promptly relay messages to the appropriate personnel. Assist with basic front-desk responsibilities, including greeting visitors, directing clients, and notifying staff of arrivals. Monitor incoming calls during periods of high call volume and provide additional coverage as needed. Maintain a courteous, professional, and welcoming experience for clients and visitors. 7. General Administrative Support Assist with additional administrative projects and office duties as assigned by the Office Manager or supervising attorney. Maintain orderly work areas, mail-processing stations, and document-imaging equipment. Follow established office procedures, document retention policies, confidentiality requirements, and information-security practices. Communicate workflow issues, delays, and recurring administrative problems to the appropriate supervisor. Work cooperatively with attorneys, legal assistants, paralegals, receptionists, and other administrative personnel to support efficient office operations. Qualifications and Requirements High school diploma or equivalent required; additional administrative training or education preferred. Previous administrative, clerical, mailroom, document-processing, or office support experience preferred. Prior experience in a law office or other professional services environment is a plus. Proficiency with computers, email, document scanning, electronic filing systems, and standard office software. Strong organizational skills and exceptional attention to detail. Ability to manage multiple tasks, prioritize urgent matters, and meet established processing timelines. Strong verbal and written communication skills. Professional telephone etiquette and a client-service-oriented attitude. Ability to maintain strict confidentiality concerning client information and law firm operations. Ability to follow detailed procedures and work independently with appropriate supervision. Dependability, punctuality, sound judgment, and a willingness to assist coworkers when needed. Bilingual English/Spanish proficiency preferred. Key Performance Expectations The Administrative Assistant will be evaluated based on the following performance standards:

Timeliness:

Incoming mail is processed and routed promptly, with urgent and time-sensitive documents escalated immediately.

Accuracy:

Documents are scanned completely, indexed correctly, and saved to the appropriate client files.

Notification:

Attorneys and designated staff receive timely notice of incoming correspondence requiring their attention.

Scheduling:

Administrative scheduling tasks and calendar entries are completed accurately and promptly, with uncertainties escalated appropriately.

Client Service:

Client communications and telephone interactions are professional, courteous, and responsive.

Organization:

Mail, supplies, and administrative work areas remain organized and functional.

Reliability:

Reception coverage and other assigned responsibilities are performed consistently when needed.

Confidentiality:

Client information and sensitive documents are handled in accordance with firm policies and applicable confidentiality obligations.

Teamwork:

The employee communicates effectively and supports the firm's attorneys and staff in maintaining an efficient workflow. Working Conditions and Physical Requirements Primarily in-office work in a professional legal environment. Frequent use of computers, scanners, telephones, printers, and other office equipment. Regular handling, sorting, and movement of paper documents, mail, and office supplies. Ability to sit or stand for extended periods and perform repetitive computer and document-processing tasks. Ability to lift and carry ordinary office supply boxes or packages as reasonably required, with accommodation where applicable. General Statement This job description describes the primary responsibilities and qualifications of the position but is not intended to be an exhaustive list of all duties. The employee may be assigned other related administrative responsibilities consistent with the needs of the firm. Duties and priorities may change as office operations evolve. The Administrative Assistant is expected to perform all duties professionally, accurately, and in accordance with firm policies, client confidentiality requirements, and applicable law.

Pay:

$17.00 - $20.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insurance

Language:

Spanish (Required) English (Required) Ability to

Commute:

Blue Ash, OH 45242 (Required)

Work Location:

In person