Administrative Assistant

GEMBALA MCLAUGHLIN & PECORA LLC • Sheffield, OH

5h

About The Position

Gembala, McLaughlin & Pecora Co., LPA is seeking an enthusiastic administrative assistant and backup receptionist to support its growing law firm. The firm works with clients facing complex legal issues across multiple practice areas. The role provides legal and administrative support to attorneys and paralegals across all practice groups, along with general office support, customer service, and backup reception duties. Full-time and part-time candidates will be considered.

Administrative support includes handling calls and communications with clients, courts, and opposing counsel; preparing and proofreading correspondence and subpoenas under attorney or paralegal supervision; scheduling meetings and arranging conference rooms; sending legal correspondence; assisting with case information collection and trial preparation; tracking agendas and deadlines; supporting accounts receivable collections; and entering billing entries.

Backup reception duties include greeting visitors, routing calls, managing mail and packages, booking meeting rooms, preparing coffee and stocking water, completing opening and closing procedures, and maintaining the café area. The successful candidate will have a strong work ethic, excellent communication and grammar skills, and the ability to work in a fast-paced office environment.

Requirements

• High school diploma.
• Pleasant, friendly, accommodating, and attentive demeanor.
• Prior receptionist or customer service experience.
• At least one year of prior office experience.
• 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 electronic databases and document repositories.
• Strong organizational and time-management skills.
• Strong verbal and written communication skills.
• Excellent attendance record.
• Dependable transportation.

Nice To Haves

• Experience with NetDocuments or another cloud-based database.
• Experience with TABS or another time and billing software.
• Experience working with legal documents, clients, incoming phone calls, and reception.

Responsibilities

• Receive and place telephone calls, take notes or messages, and redirect calls as appropriate.
• Communicate with clients, courts, and opposing counsel in person, by email, and by phone.
• Prepare, proofread, and process correspondence and subpoenas under the supervision of an attorney or paralegal.
• Schedule meetings and arrange conference rooms.
• Mail, fax, or arrange delivery of legal correspondence to clients, witnesses, and court officials.
• Operate office equipment, including copiers and scanners.
• Assist attorneys and paralegals in collecting case-related information.
• Assist with trial preparation, including assembling exhibits.
• Maintain multiple agendas and provide timely reminders to help meet deadlines.
• Assist Accounts Receivable with collections.
• Enter billing entries for attorneys and paralegals.
• Greet visitors and maintain a visitor log.
• Answer and correctly route calls.
• Receive and send mail and packages, and handle mail distribution.
• Prepare coffee and stock the refrigerator with water bottles.
• Complete office opening and closing procedures.
• Clean the café area throughout the day.
• Provide administrative assistance as needed.

Benefits

• 401(k) with a 3% safe harbor contribution for eligible employees.
• Paid time off.
• Health insurance.
• Dental insurance.
• Vision insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED