Admin Assistant Job Available in Phoenix Arizona

MISSION:

We help families transition, move forward, to the next phase in their lives with kindness and grace so that they can have a beautiful fresh start.

 

POSITION PURPOSE:

The Office Assistant is partnering with the clients to create a clear roadmap to deliver the necessary paperwork to the paralegal so that they can create the best outcome for the client. Support the paralegals with administrative tasks and interact with clients to assist them in moving their case forward. This is done through compassionate conversations, accountability to clients to provide the necessary information.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES The following statements reflect the general details necessary to describe the major functions of this position and are not intended to be a detailed description of all the work/functions that may be required. Other duties may be assigned. Individual will work a varied schedule based on client needs.

 

Client Partnership Support (40%)

· Responsible for being the Client Concierge. Partnering with client through the entire process on what is needed for the optimal case outcome. This is shown through timely disclosure of documents required by the family law procedures in the specified municipality.

· Responsible for setting up new client file in the legal case management system.

· Conduct client intake meeting relating to the use of tools and outline of the documentation process, upload docuemtns and create a trusted partner to walk through the process.

· Responsible for ensuring that the documentation checklist is obtained in the timeline outlined at start of the case, communicated via a weekly email, or daily as case progresses.

· Handles the file management of documents into a legal case management system within one day of receiving information from the client.

· Respond and schedule client meetings with appropriate attorney and/or paralegal.

 

Paralegal Support (40%)

· Develop check in process with Paralegal to ensure client prioritization and appropriate support per the assigned case schedule.

· Coordinate with the paralegal to ensure that all documentation is complete and received from the client by appropriate deadlines.

· Manage receipt of client documents, save into the appropriate matter, and title documents according to the administrative process manual.

· Creating task for paralegal to review documents received and process for formal disclosure by end of business day.

· Schedule client meetings and opposing counsel phone calls or meetings as needed.

· Responsible for court e-filing documents and send to opposing parties and copy client by end of business day.

· Coordinate with process server for service of process requests within assigned

timeline.

· Make paper trial binders.

· Take them apart and shred them.

· Prepare initial Form letters and pleadings through the case management system.

 

Administrative Office Support (20%)

· Greet all visitors and clients that come to the office.

· Order office supplies

· Scan documents received in the mail and save to the server in appropriate files.

· Loading and unloading the dishware

· Keeping the kitchen and bathroom area tidy

· Mail out hard-copy documents

· Work with and schedule vendors (copy machine, air filters, plumber etc.)

 

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION and/or EXPERIENCE

 

· Associate degree or equivalent from two-year college or technical school, preferred.

· Three – Five -year related experience and/or training

· Equivalent combination of education and experience.

LANGUAGE SKILLS

· Ability to read, analyze, and interpret standard operating procedures, assigned timelines, technical procedures, or governmental regulations.

· Ability to write business/ client correspondence, and procedure manuals.

· Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

· Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

· Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

 

REASONING ABILITY

· Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

· Ability to deal with problems involving several concrete variables in standardized situations.

 

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS

· Ability to stand less than 1/3 of the time.

· Ability to walk less than 1/3 of the time.

· Ability to sit more than 2/3 of the time.

· Ability to use hands more than 2/3 of the time.

· Ability to reach with hands and arms between 1/3 – 2/3 of the time.

· Ability to climb or balance less than 1/3 of the time.

· Ability to stoop, kneel, crouch, or crawl less than 1/3 of the time.

· Ability to talk and hear greater than 2/3 of the time.

· Ability to push or pull up to 10pounds less than 1/3 of the time.

· Ability to lift up to 10 pounds less than 1/3 of the time.

· Close vision (clear vision at 20 inches or less) while working on computer 2/3 of the time or more.

 

WORK ENVIRONMENT Work environment includes working in or near:

· Working in office environment (home or corporate location) 2/3 of the time or more with moderate noise