Legal Secretary/Receptionist

Job Description

Job Type: Full-Time

Schedule: Monday–Friday, 8:30 AM–5:00 PM

Compensation: $38,000–$45,000 annually, depending on experience

Work Location: 900 South Avenue, Staten Island, NY 10314

Parking: Convenient, free parking available. Applicants must have reliable transportation and the ability to travel to local courts and other off-site locations for client related matters during business hours.

About the Firm

For more than 30 years, Muchnik Elder Law P.C., together with its predecessor firms, has specialized in Elder Law, Estate Planning, Medicaid Planning, Probate, Guardianship, and Trust & Estate Administration. We proudly serve families throughout New York and New Jersey with compassionate, personalized, and highly skilled legal representation.

Our firm is dedicated to helping clients protect their assets, plan for long-term care, provide for future generations, and navigate complex legal matters with dignity and clarity. We value professionalism, client-centered service, and a collaborative team environment.

Position Overview

Muchnik Elder Law P.C. is seeking a friendly, organized, and professional Legal Secretary / Receptionist to serve as a welcoming first point of contact for our clients while supporting the daily operations of our Staten Island office.

This position is well suited for someone with experience in a medical office, professional office, reception area, or customer service environment who enjoys interacting with people, managing phone calls, coordinating appointments, and keeping an office organized and running smoothly.

Responsibilities will primarily focus on answering and directing calls, greeting clients, scheduling appointments, managing correspondence, maintaining records, and providing general administrative support. The role will also include assisting attorneys and legal staff with document organization, client paperwork, and other routine legal administrative duties.

This position at times may require travel to local courts and other off-site locations for client related matters. Applicants must have reliable transportation and the ability to travel to those locations during business hours.

Previous legal experience is preferred but not required. Candidates with strong receptionist, medical office, or general administrative experience are encouraged to apply. The ideal candidate will have excellent communication and organizational skills, a professional demeanor, attention to detail, and the willingness to learn legal procedures and terminology.

This is a full-time, in-office position, Monday through Friday, from 8:30 AM to 5:00 PM.

Key Responsibilities

Reception and Client Service

● Answer incoming phone calls promptly and professionally, direct calls to the appropriate staff members, and take accurate messages.

● Greet clients and visitors, ensure they feel welcome, and notify the appropriate team member of their arrival.

● Schedule and coordinate client appointments, meetings, and consultations.

● Respond to routine inquiries and direct questions to the appropriate staff member.

● Make follow-up calls and assist with appointment confirmations and other client communications.

● Maintain a professional, organized, and welcoming reception area.

General Administrative Support

● Perform routine clerical tasks, including typing, scanning, copying, printing, filing, and organizing documents.

● Manage incoming and outgoing mail, deliveries, and office correspondence.

● Maintain accurate electronic and paper records, ensuring documents are organized and easy to retrieve.

● Assist with data entry, document preparation, and updating client information.

● Coordinate calendars, appointments, meetings, and other scheduling needs.

● Handle confidential information with professionalism and discretion.

● Assist with general office organization and administrative projects as needed.

Legal Administrative Support

● Assist with opening and maintaining client files and organizing supporting documentation.

● Help collect and organize client information and documents related to estate planning, Medicaid planning, probate, and other legal matters.

● Prepare routine correspondence and assist with sending engagement agreements and following up on outstanding paperwork.

● Support attorneys and legal staff with scheduling, document organization, and other administrative tasks.

● Assist with maintaining accurate matter records and processing routine billing entries or expense documentation as needed.

Training on legal-specific procedures will be provided as appropriate for the candidate's experience and abilities.

Qualifications

● Previous experience in reception, customer service, medical office administration, or general office support is preferred.

● Excellent verbal and written communication skills and a professional telephone manner.

● Strong organizational skills and attention to detail.

● Ability to manage multiple tasks, prioritize responsibilities, and follow through on assignments.

● Comfortable greeting clients, answering phones, scheduling appointments, and handling routine administrative requests.

● Proficiency with Microsoft Office, including Outlook and Word, and the ability to learn office software and electronic filing systems.

● Accurate typing, data entry, and document-handling skills.

● Ability to maintain confidentiality when handling sensitive client information.

● Willingness to learn legal terminology, office procedures, and administrative processes.

● Legal secretary, legal assistant, or law firm experience is a plus, but not required.

● This position at times may require travel to local courts and other off-site locations for client related matters. Applicants must have reliable transportation and the ability to travel to those locations during business hours.

Compensation and Benefits

● $38,000–$45,000 annually, depending on experience.

● Retirement plan with employer contribution.

● Tax-free reimbursement for employee individual health insurance premiums for qualifying New York State of Health marketplace plans.

● Generous paid time off.

● Convenient, free parking.

● Reimbursement for business mileage and expenses related to client matters.

● Supportive, collegial team environment with opportunities for growth and advancement.

Work Location

Muchnik Elder Law P.C.

900 South Avenue

Staten Island, NY 10314

Schedule: Monday–Friday, 8:30 AM–5:00 PM

Work Arrangement: Fully in-office

Benefits:

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• Health insurance
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• Paid time off
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