Legal Assistant - Front Office & Document Specialist

Kitay Law Offices•Wyomissing, PA

2d•$17 - $20

About The Position

At Kitay Law Offices, The Law Firm With a Heart, we are committed to delivering exceptional legal services while creating a supportive and collaborative workplace. Our team is guided by three core values: 5-Star Client Experience, Stronger Together, and Committed to Excellence. We are seeking a highly organized, customer-focused Legal Assistant – Front Office & Document Specialist to serve as the face of our firm while supporting our attorneys and staff through document management, client service, and administrative coordination.

Requirements

High school diploma or equivalent.
Prior office experience.
Strong organizational and multitasking abilities.
Excellent customer service and communication skills.
Strong attention to detail and accuracy.
Ability to maintain confidentiality and professionalism.
Ability to learn technology and adapt to new systems and processes.

Nice To Haves

Experience working in a law firm or legal environment.
Criminal Justice education or related experience.
Experience with legal case management software.
Bilingual Spanish/English skills.
Additional education beyond high school.
Experience with Microsoft Office Suite
Experience with SmartAdvocate or similar case management software
Experience with Foundation AI
Experience with Adobe Acrobat
Experience with Multi-line phone systems
Experience with Calendar and scheduling software
Experience with Document management and scanning systems
Experience with Payment processing platforms

Responsibilities

Serve as the first point of contact for clients, visitors, vendors, and court personnel.
Answer and route incoming telephone calls professionally.
Schedule consultations, appointments, and meetings.
Maintain a welcoming reception area.
Deliver a compassionate, professional, and responsive client experience.
Process incoming mail, faxes, emails, scans, and electronic submissions.
Scan, upload, index, and organize documents within Foundation AI and case management systems.
Verify documents are accurately classified and linked to the correct case files.
Monitor document workflows and resolve routing or indexing issues.
Maintain organized electronic and physical records.
Ensure compliance with confidentiality and document retention standards.
Assist attorneys and staff with day-to-day administrative tasks.
Prepare routine correspondence, forms, and legal documents.
Maintain client and case information in firm systems.
Manage shared mailboxes and distribute communications appropriately.
Coordinate calendars, conference rooms, and office communications.
Receive, sort, and distribute incoming mail and deliveries.
Coordinate outgoing mail, courier services, and certified mail.
Monitor office supply inventory.
Assist with office projects, team events, meetings, and training initiatives.
Support payment collection and related recordkeeping activities.