Job Description: Administrative Assistant

Position Overview

The Administrative Assistant is an integral member of a busy law office and self-storage facility, providing vital support to ensure the efficient operation of this dual-function workplace. The work of the Administrative Assistant supports the lawyers in their primary tasks of providing legal services and representing clients. The position is also responsible for managing the daily bookkeeping and customer service functions associated with the self-storage business.

Essential Duties

Calendar Management: Maintains the attorneys' schedules by organizing and managing all appointments, deadlines, and reminders, ensuring all important dates are met and projects remain on track.

Responds promptly to legal matters and self-storage tasks, effectively prioritizing both communications and responsibilities to optimize workflow and productivity.

Organizes and implements strategies, processes, and systems that ensure all documents are properly stored and easily retrievable while maintaining the confidentiality and security of sensitive information.

Handles initial inquiries from clients, obtaining preliminary information for both legal and self-storage services. Manages priorities and ensures follow-through by updating files as necessary.

Creates invoices, tracks payments, and manages accounts receivable pertaining to both the law office and self-storage functions. Monitors and reports on progress or outcomes as required.

Utilizes self-storage management software to maintain accurate records of storage unit rentals, monitor unit availability, and track move-in and move-out dates. Responsible for monitoring payment status and occupancy status of storage units.

Performs a range of administrative support tasks, including typing, proofreading and transcribing handwritten information as needed.

Prepares outgoing mail. Coordinates express mail services, such as FedEx and UPS, for pick-ups and deliveries.

Performs additional duties as assigned by the attorneys.

Competencies

Effective time management

Proficiency in communication and active listening

Ethical conduct, including strict attention to client confidentiality

Flexibility in handling a variety of tasks

Initiative and critical thinking skills

Service-oriented approach

Supervisory Responsibility

This position does not have any supervisory responsibilities.

Required Qualifications

High school diploma or GED equivalent.

Coursework in general office practices, such as typing, filing, accounting, and bookkeeping or documented experience.

Working knowledge of computer programs, including Microsoft Office, Excel, and QuickBooks, with the ability to learn new software as needed

Strong communication, organizational, and problem-solving abilities

Capability to work independently and collaboratively in a fast-paced environment

Notary Public Commission, or willingness to obtain it at the employer's expense within six months of employment.

Preferred Qualifications

At least one year of demonstrated administrative experience

Experience working in a legal office or in accounting

Proven skills in process improvement, communication, accountability, or project management

Working Conditions

Physical Demands

The physical requirements described here represent those necessary for an employee to effectively carry out the essential functions of the job. Regular duties include speaking and listening. The employee frequently stands, walks, uses hands to @type, to handle or feel objects, and reaches with hands and arms. The use of stairs is required when filing and retrieving documents.

Position Type and Expected Hours of Work

This is a part-time position. The standard work schedule is Monday through Friday, from 10:00 a.m. to 4:00 p.m.

Application Process

Interested candidates should submit a resume and cover letter detailing their qualifications and experience to dagradyesq@gmail.com. Only those selected for an interview will be contacted.

David A Grady Esq

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