Administrative Assistant (Phoenix)

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pay:$18.69/hr

schedule: 8am-5pm

Location: Phoenix, AZ 85012

Job Description: Legal Administrative Assistant

Position Overview

We are seeking a detail-oriented and highly organized Legal Administrative Assistant to provide administrative and clerical support in a legal environment. This position is responsible for maintaining electronic and physical legal files, coordinating calendars and hearings, managing incoming communications, and ensuring accurate data entry and client correspondence.

The ideal candidate will be comfortable working in a fast-paced, high-volume environment where accuracy, organization, confidentiality, and attention to deadlines are essential. A significant responsibility of this role involves preparing, processing, and mailing a high volume of letters and legal correspondence in accordance with established statutory timelines.

Key Responsibilities

• Maintain, organize, and update electronic and physical legal documents, records, and case files.
• Manage calendars, schedule hearings, track deadlines, and coordinate appointments and related activities.
• Prepare, generate, review, and distribute letters, notices, and other legal correspondence.
• Process and mail high volumes of client correspondence while ensuring compliance with applicable statutory deadlines.
• Perform accurate data entry and maintain current information in internal databases and case management systems.
• Answer, screen, and direct incoming telephone calls, emails, and other communications to the appropriate personnel.
• Respond to routine inquiries and assist with client correspondence in a professional and timely manner.
• Monitor document processing and mailing deadlines to ensure required communications are completed on schedule.
• Review documents for completeness, accuracy, and proper formatting before distribution.
• Maintain organized filing systems to ensure legal documents and records can be retrieved efficiently.
• Handle confidential and sensitive information with discretion and professionalism.
• Provide general administrative support to legal staff and assist with additional duties as needed.

Required Qualifications

• Previous administrative or clerical experience, preferably in a legal office or professional office environment.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in data entry, document preparation, email, and calendar management.
• Ability to manage a high volume of correspondence while meeting strict deadlines.
• Strong time-management skills and the ability to prioritize multiple tasks.
• Ability to maintain accurate records and handle confidential information appropriately.
• Professional telephone etiquette and strong customer service skills.
• Proficiency in Microsoft Office applications, including Word, Outlook, and Excel.
• Ability to work independently and collaboratively in a fast-paced environment.

Preferred Qualifications

• Experience working in a legal, government, administrative hearing, or regulatory environment.
• Familiarity with legal terminology, case management systems, and document management procedures.
• Experience preparing and mailing formal notices or correspondence subject to statutory deadlines.
• Knowledge of records retention, document tracking, and deadline management practices.

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