Legal Assistant/Receptionist
About The Position
Barry McTiernan & Moore LLC is a full-service defense litigation firm with a strong history of representing Fortune 500 companies and their insureds in complex cases. The firm specializes in general liability, NY State Labor Law, premises liability, products liability, and is a leader in toxic tort defense. They employ a metrics-driven approach to litigation management and are committed to fostering a diverse and inclusive work environment. This role, based in the Manhattan office, is for a Legal Assistant/Receptionist with a primary focus on the New York City §50-h Hearings Unit. The position blends traditional receptionist and administrative duties with crucial litigation support for a high-volume municipal defense practice. The ideal candidate is proactive, tech-savvy, and adept at multitasking while maintaining strong communication and organizational skills. This role supports attorneys and firm management, playing a key part in the §50-h hearing program, and also provides administrative support to the Office Manager and Chief of Human Resources Officer.
Requirements
- Bachelor’s degree.
- Minimum of 2 years of experience in a professional environment. Administrative support role is preferred.
- Experience supporting professionals in a fast-paced environment. Working specifically within a law firm is a plus.
- Experience with scheduling, case management, and hearing coordination.
- Strong organizational skills with the ability to manage multiple deadlines simultaneously.
- Excellent verbal and written communication skills.
- Strong attention to detail and commitment to accuracy.
- Ability to work independently while also collaborating effectively with staff and attorneys.
- Professional demeanor and strong service skills.
- Proficiency in Microsoft Outlook, Teams, Excel, Word, and Adobe Acrobat.
- Experience with legal case management systems or platforms is preferred.
- Ability to maintain confidentiality and handle sensitive information with discretion.
Nice To Haves
- Administrative support role is preferred.
- Working specifically within a law firm is a plus.
- Experience with legal case management systems or platforms is preferred.
Responsibilities
- Assist in the administration of the firm’s New York §50-h hearing program.
- Open new matters in OASIS and transfer information to internal firm case management systems.
- Coordinate hearing scheduling and maintain attorney availability.
- Request and track attorney assignments for upcoming hearings.
- Update and maintain attorney hearing lists and scheduling databases.
- Monitor hearing calendars and ensure compliance with all OASIS deadlines.
- Track transcript receipt and ensure timely processing and distribution to attorneys.
- Coordinate §50-h hearing schedule with plaintiff’s counsel and BMM attorneys.
- Draft routine correspondence, hearing notices, and other communications.
- Maintain electronic case files in accordance with firm procedures.
- Ensure all hearing-related documentation is properly uploaded and maintained within the firm system.
- Maintain and update internal databases, attorney lists, and contact information.
- Generate reports and assist with data tracking to ensure OASIS deadlines are met.
- Ensure monthly closeout of all cases with documents to support billing functions.
- Answer and direct incoming telephone calls professionally and efficiently.
- Receive, sort, scan, and distribute incoming mail.
- Open and assign incoming mail to appropriate attorneys and staff.
- Maintain physical mail filing and storage procedures.
- Prepare and process outgoing mail, Fed-Ex shipments, and certified mail.
- Stamp and deliver outgoing mail to the post office daily.
- Coordinate all office and kitchen supply inventory, maintain organized storage areas, and place monthly supply orders.
- Assist our Office Manager with administrative and operational projects as needed including but not limited to creating pocket folders for CD’s that enter the office.
- Scan incoming checks and assist with related administrative processing.
- Upload electronic media and documents into the firm systems daily.
- Perform daily conflict checks and assist with new matter intake procedures as needed.
- Utilize Outlook, Microsoft Teams, Excel, Word, and our firm-specific software to manage workflow efficiently.
Benefits
- Equal opportunity employer status
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
