Administrative Assistant

AVA Law Group PLLC • Billings, MT

7d

About The Position

POSITION SUMMARY:
The Administrative Assistant provides foundational administrative and clerical support to attorneys, legal staff, and the overall office team in a law office environment. This position assists with routine office functions such as document handling, scheduling, and file maintenance. Additional responsibilities include greeting clients, answering phones, routing calls, managing incoming and outgoing mail, and supporting front desk operations.

Requirements

• Must be at least 18 years of age.
• High school diploma or equivalent required.
• 0-2 years of administrative or legal office experience.
• Working knowledge of Microsoft Office Suite, Adobe, and other similar software.
• Must be able to read, comprehend, and follow written and verbal instructions.
• Valid driver’s license.
• Must have reliable transportation that is insured in accordance with state law, and be able to travel to courts, post offices, or other legal offices as needed.
• Demonstrates strong customer service, interpersonal, and verbal communication skills to effectively engage diverse clients, attorneys, court staff, and vendors.
• Ability to express ideas clearly and effectively in both written and verbal forms, and to actively listen to others.
• Prioritizes tasks, meets deadlines, and maintains efficiency in handling multiple responsibilities.
• Maintains the highest level of confidentiality and professionalism when handling sensitive client and case information.
• Ability to work well with others, contribute to group efforts, and build respectful relationships across diverse teams.
• Skill in recognizing, understanding, and managing one’s own emotions, as well as empathizing with others to build effective working relationships.
• Capacity to adjust to new situations, embrace change, and remain productive in dynamic environments.
• Thinks critically and creatively to analyze issues and implement practical, effective solutions as challenges arise.
• Looks for ways to improve and takes responsibility for completing tasks reliably and on time.
• Welcomes new tools, procedures, and changes, and adapts quickly to keep up with evolving work demands.

Responsibilities

• Greet clients, visitors, and vendors in a friendly and professional manner.
• Answer phone calls, direct inquiries, and take accurate messages.
• Schedule and confirm appointments, including coordinating meetings between clients and attorneys.
• Maintain a clean and organized reception area.
• Manage incoming and outgoing mail, including documents, packages, and deliveries.
• Assist with maintaining the office calendar and schedule management.
• Ensure that all necessary forms, documentation, and office supplies are available to the team.
• Perform general office duties such as filing, scanning, copying, and faxing documents.
• Assist clients with check-in, forms, and general inquiries in person or via phone.
• Perform other tasks as required by management, ensuring a flexible approach to various needs.

Benefits

• Medical, dental, and vision.
• Voluntary life, accident, critical illness, hospital indemnity, and short-term disability.
• Vacation, sick, and floating holidays.
• Employee assistance program.
• Paid parental leave.
• 401(k) retirement plan.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1-10 employees