Law Office Receptionist - File Clerk

Job Description

Job Description

Job Title: Law Office Receptionist - File Clerk

Overview:

As a law office receptionist and filing clerk, you play a vital role in providing exceptional customer service to potential new and existing clients while also efficiently managing the intake and legal filing process. You will serve as the first point of contact for individuals seeking legal assistance for their cases, ensuring their needs are met with empathy, professionalism, and follow-up. This position requires strong communication skills, customer service skills, data-entry skills, attention to detail, and self-initiation. Bilingual in English and Spanish.

Responsibilities:

Receptionist/Customer Service:

• Greet clients and visitors warmly as they enter the office.
• Conduct initial new client screenings to determine the nature of their legal inquiry regarding the case.
• Collect essential information from clients and accurately input data into the firm's case management system. Have strong follow-up skills, organization, and follow through.
• Schedule appointments for potential clients with attorneys or intake specialists.

Communication:

• Answer all incoming phone calls, emails, and inquiries promptly and courteously.
• Provide information about the firm's services and procedures to prospective clients.
• Effectively communicate with clients, attorneys, and staff members to ensure smooth intake processes, follow-up, and documentation.

Documentation and Record-keeping:

• Maintain accurate and organized client files and new client intake documentation.
• Assist in the preparation of intake packets, forms, and correspondence.
• Ensure compliance with confidentiality and data protection policies.

Administrative Support:

• Assist in law office administrative tasks such as filing, copying, scanning, and faxing legal documents.
• Familiar with Law Firm Document Management Systems and experience with digitally saving legal documents under a structured legal case management system.
• Strong data entry skills and drafting professional emails/correspondence.
• Manage office supplies and ensure reception area cleanliness.
• Collaborate with other administrative staff to support firm-wide operations as needed.

Client Relations:

• Establish and maintain positive relationships with clients, demonstrating empathy, patience, organization, and professionalism.
• Strong telephone and verbal skills.
• Enjoys talking to clients and knows how to direct conversation to stay focused.
• Listen attentively to clients' concerns and convey their needs to appropriate staff members.
• Uphold the firm's commitment to providing high-quality service and support for all clients.

Qualifications:

• Must have a minimum of 1+ years of work experience with multi-line phones and front desk reception work.
• Strong customer service skills.
• Previous work experience in a law office or the legal industry is highly preferred.
• Familiarity with legal terminology, legal pleadings, and procedures is highly preferred.
• Excellent communication and interpersonal skills, with a compassionate and empathetic approach.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, Adobe, Outlook, Teams), data entry, and basic computer literacy.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Sensitivity to the issues faced by elder abuse and injury victims and their families.
• Protects confidential information.
• Bilingual in English and Spanish is preferred.

Education:

• High school diploma or equivalent required. Some college or an AA is preferred.
• Prior law office support work experience is highly preferred.
• Additional certification or training in office administrative support or customer service is advantageous.

Work Environment:

This position operates in a professional in-office environment. Regular working hours are Monday-Friday, 8-5, and may include evenings or weekends based on firm needs.

Compensation & Benefits:

• Pay Range: $21-$27 per hour
• Health, dental, and vision.
• 401(k) with employer contribution available after one year of employment.
• Professional development opportunities and training support.
• PTO

Additional Requirements:

• Must have reliable transportation, valid CA driver's license, and a clean, insurable driving record.
• Physical ability to lift, carry, and move items weighing up to 25 pounds, as well as perform typical office-related physical tasks as needed.

EEO Statement:

York Law Firm is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Interview Process Notice:

Candidates selected to move forward in the hiring process are required to complete a Wedge interview, which consists of a short series of recorded video responses to pre-assigned questions. The Wedge interview must be completed within three (3) calendar days of receipt. All responses are confidential and reviewed solely by the hiring team. Candidates who advance beyond the Wedge interview stage may be required to complete a Predictive Index (PI) assessment as part of the evaluation process. Failure to complete any required interview or assessment within the designated timeframe will result in disqualification from further consideration.

As a part of our hiring process and in accordance with applicable laws, York Law Firm will conduct a lawful background check after a conditional offer of employment is made. This background check may include verification of employment history, education, professional licenses and references. For roles where legally permissible, consumer credit report and/or driving record may also be reviewed