Office Assistant

Under direct supervision, the Office Assistant provides high-quality legal assistance and administrative support on basic estate planning matters, probate, tax, and business matters. The Office Assistant provides support to associate attorneys, paralegals, and other paraprofessionals, including scheduling potential new clients (“PNC”), intake, i.e. setting up new case/matters and populating records in our case management system (“CMS”), preparing basic form legal documents and correspondence using templates, helps maintain case files, and provides a high level of customer service to our clients. Responsibilities: • Prepare legal forms, documents, and correspondence related to new client intake, estate planning, probate, tax, and business matters for approval by associate attorneys, paralegals, and other paraprofessionals. • Track and meet established timeframes to comply with office, tax, and court deadlines. • Edit documents as per the requests of associate attorneys, paralegals, and other paraprofessionals. • File and send original documents such as deeds and pleadings to courts and counties for recording. • Distribute materials in accordance with local, state, and federal procedures. • Review files to ensure all necessary information and documentation are present. • Contact various sources to verify and gather information required for case files. • Maintain estate planning case files, including opening, updating, and closing them appropriately. • Process information into databases and review documents for proper disposition. • Set estate planning matters for signing and maintain records for each stage of case files. • Confirm receipt of all required documentation from clients and coordinate with attorneys and paralegals on outstanding items. • Prepare final estate planning portfolios with all relevant documents. • Ensure compliance with legal timeframes and schedule signing appointments. • Assist attorneys by attending client meetings, taking notes, and organizing documents. • Respond to client questions and inquiries regarding procedures and case status. • Ensure all case matters are paid in full and close files promptly. • Perform front desk duties if assigned, including answering calls, scheduling appointments, and maintaining office supplies. • Ensure reception and office areas are clean, tidy, and presentable. Qualifications: • Experience required: At least one year of relevant professional experience needed to effectively carry out the responsibilities of the position. • Licenses/Certifications: None are mandatory for this role. • Knowledge, Skills & Abilities: - Basic comprehension of general legal office principles, practices, and procedures is essential. - Ability to independently and accurately perform assigned tasks following established procedures. - Proficiency in legal terminology, court rules, and administrative procedures related to estate planning, tax, and business law. - Strong communication skills, both orally and in writing, are necessary. - Working knowledge of business English, grammar, arithmetic, and office equipment. • Work Conditions & Physical Demands: - Work is conducted in an office environment with regulated temperature and typical office noise levels. - Physical requirements include standing, walking, sitting for long periods, and occasionally lifting up to 20 pounds. • Authority: - Non-attorney staff must work under the direct supervision of an attorney and should avoid giving legal advice to clients. - All tasks performed by the Office Specialist 1 must support and be supervised by an attorney. Compensation: $22 - $24 hourly DOE

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• Prepare legal forms, documents, and correspondence related to new client intake, estate planning, probate, tax, and business matters for approval by associate attorneys, paralegals, and other paraprofessionals. •

• Track and meet established timeframes to comply with office, tax, and court deadlines. •

• Edit documents as per the requests of associate attorneys, paralegals, and other paraprofessionals. •

• File and send original documents such as deeds and pleadings to courts and counties for recording. •

• Distribute materials in accordance with local, state, and federal procedures. •

• Review files to ensure all necessary information and documentation are present. •

• Contact various sources to verify and gather information required for case files. •

• Maintain estate planning case files, including opening, updating, and closing them appropriately. •

• Process information into databases and review documents for proper disposition. •

• Set estate planning matters for signing and maintain records for each stage of case files. •

• Confirm receipt of all required documentation from clients and coordinate with attorneys and paralegals on outstanding items. •

• Prepare final estate planning portfolios with all relevant documents. •

• Ensure compliance with legal timeframes and schedule signing appointments. •

• Assist attorneys by attending client meetings, taking notes, and organizing documents. •

• Respond to client questions and inquiries regarding procedures and case status. •

• Ensure all case matters are paid in full and close files promptly. •

• Perform front desk duties if assigned, including answering calls, scheduling appointments, and maintaining office supplies. •

• Ensure reception and office areas are clean, tidy, and presentable.