Receptionist

POSITION:  RECEPTIONIST
 
Reports directly to the Firm Administrator and is responsible for:

  • Prompt and courteous greeting of clients, including hanging up coats and offering beverages.  Prompt notice to appropriate person of client’s arrival.
  • Accept in person payments and deliveries.
  • Answer phone within three (3) rings.  Transfer as appropriate or take message. Handle all calls courteously and professionally.
  • Keep track of whereabouts of attorneys, firm administrator, paralegals.
  • Schedule conference rooms.
  • Keep lobby and conference rooms neat at all times.
  • Open and sort delivered mail.
  • Open files:  enter data into Perfect Law, print labels, prepare file folders, perform conflicts checks.  Advise attorney(s) of any conflicts immediately.  Forward new file information to accounting personnel.
  • Input tickle information for paralegals.
  • Maintain accurate and current receptionist procedure manual on Word.
  • Maintain accurate and current in-house telephone list on Word.
  • Attend staff meetings.
  • Maintain a professional appearance and demeanor at all times.  Respond in a courteous and helpful manner to all client and firm concerns.
  • Protect confidential information at all times.  Adherence to attorney code of ethics.
  • Perform other tasks as assigned by the firm administrator or attorneys.
  • Initiate the Daily Report to everyone by email.
  • Maintain check log.
  • Code all bills with general ledger account numbers and forward to Bookkeeper for payment.
  • Initiate and maintain the firm’s phone directory.
  • Maintain the Attorney Profiles for updates and continued accuracy.
Qualifications:
  • AA Degree in secretarial sciences (preferred)
  • Excellent interpersonal skills, excellent computer and typing skills
  • Previous experience preferred
Physical Requirements (essential functions):
  • Ability to consistently sit, reach, grasp and pinch in relationship to tasks associated to welcoming guests/clients and answering the phones.
  • Ability to consistently see clients/guests/staff as they come and go throughout the day.  Also intense visual work and concentration on the computer with new files, website, etc.
  • Ability to consistently communicate effectively when relaying messages.
  • Ability to frequently deliver mail, messages, etc. to appropriate departments and conference areas.
  • Ability to occasionally transport materials weighing up to fifty (50) pounds to and from the building or throughout the building.
  • Ability to occasionally travel to required locations throughout the city.
Job descriptions are subject to change at the discretion of the firm.  Nothing stated in this job description implies or creates a contract between the firm and an employee.  All employment with the firm is at will and subject to the firm’s then-current policy.