Administrative Assistant

Administrative Assistant

General Objective:
Responsible for printing, mailing, and public reception, ensuring proper document flow and management within the department.

Specific Duties:

Client and Visitor Service:

• Assist clients and visitors arriving at the office by providing accurate information or directing them to the appropriate department.
• Manage document and payment reception, coordinate appointments, and assist in virtual hearings.

Document Management:

• Scan, digitize, and properly label physical documents for efficient storage and access.
• Physically classify and organize documents into their respective files within the office, ensuring efficient order and easy accessibility.
• Forward scanned and labeled files to the Sales Department for upload into Camp Legal and their respective Drive.
• Download and upload email attachments and client documents to the system, ensuring proper organization and availability.
• Receive and process all incoming correspondence (Receipt Notices, Approval Notices, Biometric Notices, etc.).
• Coordinate physical deliveries of packages and documents to courts or government entities as needed.
• Retrieve and process correspondence sent to the firm’s former office in Kissimmee.
• Package creation and processing: Responsible for printing, sealing, and separating evidence and exhibits for each package, including Forms G-28 and E-28 with their respective color coding. Efficiently managing urgent matters with precision and attention to detail, ensuring A# numbers and form editions are accurate, properly signed, and submitted on time.
• Package annexes and documentation: Responsible for attaching all required materials to each package, including checks, client photographs, and medical records, carefully organized in the appropriate sections and placed in clearly identified envelopes.
• Client photo processing: Visit the designated location to print client photographs as required, ensuring they are properly prepared and attached to the corresponding packages.

Administrative Support:

• Maintain an updated inventory of office materials and equipment at the Orlando office and submit replenishment requests as needed.

Support the Finance Department by sending collection letters to clients and scanning invoices for proper filing in the system.

Skills & Competencies:

• Strong organizational skills and attention to detail.
• Proficiency in digital tools for document and database management.
• Excellent communication skills with clients and internal teams.
• Flexibility to manage multiple tasks and adapt to new responsibilities as needed.
• Full proficiency in Spanish and English (written, reading, and conversational).
• University degree preferred in Accounting, Administration, or related fields.

Salary & Schedule:

• $13-15 per hour.
• Monday to Friday, 9:00 AM – 6:00 PM.

Job Type: Full-time

Pay: $13.00 - $16.00 per hour

Benefits:

• 401(k)
• Paid time off

Language:

• Spanish (Preferred)

Work Location: In person