Receptionist & Administrative Assistant (Bilingual English & Spanish)

Job Description

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Position: Receptionist & Administrative Assistant (Bilingual English & Spanish)

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Location: Dupont Circle, Washington, DC. In person, not remote.

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Salary: $55,000

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Hours : Full-Time, Monday through Friday, 9:00am to 5:30pm

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Main Purpose: The primary function of this position is to provide general administrative support for the smooth operation of the office.

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Reporting to: Practice Manager

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About HNK: Haynes Novick Kohn Immigration is an established, full-service immigration law firm. This means we handle all areas of immigration law, with limited exceptions, and we practice immigration law exclusively.

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As part of our underlying philosophy to immigration law practice, we help our clients understand the law, the requirements, and the process. Through our comprehensive consultation process, we empower our clients to become full participants in their case. Together, we devise a complete immigration law strategy that takes into account the clients’ short- and long-term goals. We strive to take the mystery out of the process. By doing so, our clients can be more involved in their case and have more control over a legal procedure that often is unpredictable and emotionally daunting. We believe that an educated client is the best client.

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Please take a moment to read our Google reviews and you will likely have a better understanding of who we are as a firm, the quality of service we provide, and what our clients find important about their experience with us.

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Key Responsibilities:

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The Receptionist & Administrative Assistant is responsible for supporting the needs of staff members to enhance office culture and performance. This involves maintaining the smooth operation of the office by use of organized and efficient office operations and procedures as well as providing as human resources support. The Receptionist & Administrative Assistant works closely with the Practice Manager to recommend efficiencies and support overall achievement of strategic objectives.

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This position is entirely in person, not remote.

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ADMINISTRATIVE/RECEPTION SUPPORT

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• Greet Clients in person, to include, but not limited to: accept documents, take payments, and make them comfortable in the conference room
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• Pick up and drop off mail from USPS and FedEx; open, scan and email mail to legal teams
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• Liaise with building management for building maintenance and other requests
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• Liaise with certain other vendors including but not limited to shredding company and IT company
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• Order and maintain office supplies and related budget spreadsheet
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• Maintain kitchen, conference room and supply room organized, stocked, and clean
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• Assemble furniture and set up computer peripherals as needed
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• Scan and/or shred client files as requested
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• Water plants in reception and conference room
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• Assist Practice Manager with Human Resource support including but not limited to: update employee and standard operating procedures manual, and assist with onboarding and offboarding of employees
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• Assist Practice Manager with Administrative Tasks including but not limited to: update letterhead, templates, checklists, website, and inventory lists, conduct surveys, planning events, pick up food for planned office lunches, communicate announcements to staff, disposal and purchase of equipment/furniture
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• Assist Legal Teams with preparation of physical filings which includes printing, scanning, packaging, and preparing mailing labels
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• Undertake other tasks and projects, as necessary
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JOB REQUIREMENTS

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• Positive, friendly, can-do attitude
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• Strong written and oral communication skills
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• Strong analytical, evaluative, critical thinking skills
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• Proficient in all Microsoft Office Products
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• Bilingual, fluent in English and Spanish
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• Ability to manage time, prioritize work, and handle diverse assignments
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Personal Competencies:

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• Total commitment to HNK’s core values.
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• Ability to produce thorough, high-quality work within a tight timeframe, flexibility, and ability to handle multiple tasks and work collaboratively in a dynamic environment.
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• An international outlook and ability to relate to and engage with people from a range of backgrounds, cultures and viewpoints.
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• Problem-solving, decision-making and good judgment skills.
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• Ability to take initiative and/or independently respond to situations and make suggestions on ways to effectively manage the office
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• Attention to detail. Ability to perform multiple tasks and balance competing priorities effectively and efficiently often within a required timeframe.
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• Ability to respond and adapt quickly to changing requirements and competing demands.
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• Professional and mature demeanor and conduct, especially during interactions with the clients.
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Benefits:

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• 401(k)
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• 401(k) matching
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• Health Insurance
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• Dental Insurance
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• Paid time off
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• Federal Holidays
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• Parental leave
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• Commuter Benefit
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• Referral program
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Qualifications

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Office experience required. Must be bilingual (Spanish and English).

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