Temporary Receptionist

Website: www.jsslegal.com

Compensation: $22-$26 an hour

Nature of Position: Temporary Full-time (40 hours/week)

Job Description and Qualifications:

Jacobs & Schlesinger LLP is a boutique law firm specializing in immigration and nationality law and appellate litigation. We have won multiple awards for our public service work, dedication to pro bono, and advocacy for social justice and immigrant rights.

Our firm is seeking a Receptionist to support operations by performing the following tasks and providing excellent customer service to our clients. In this role, you will welcome visitors, schedule appointments, and answer calls. As a receptionist, your duties include handling inquiries, initiating cases, and managing mail and deliveries. You may also be required to assist the Office and Financial Manager, as well as other Team Members.

To ensure success as a receptionist, you should exhibit excellent communication skills and competency in general office administration.

Job Duties:

Duties and responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greet office visitors and callers and provide office guests with hospitality.
• Determine the nature and purpose of visitors to the office, and direct or escort them to their destination.
• Operate the office's main telephone line, screen callers for potential and existing clients, take messages, and forward calls.
• Schedule consultations with potential clients and follow up on requested materials.
• Distribute consultation materials to the appropriate attorney in advance of the appointment.
• Maintain records of consultations and, upon request, create documents detailing all consultations for each month.
• Take and record payments.
• Record, set up, and schedule monthly payments.
• Maintain and update scheduled appointments on Google Calendar.
• Assist attorneys in scheduling and adding client meetings, seminars, conferences, continuing education events, etc., to the firm calendar.
• Complete caller reports and analyze caller data.
• Update employee and department extension directories.
• Keep a current record of staff members, their whereabouts, and availability.
• Maintain a safe and clean reception area and break room by complying with procedures, rules, and regulations.
• Contribute to team effort by performing administrative support tasks.
• Assist with preparing to move on-site files to off-site storage and retrieving files from the off-site storage vendor.
• Initiate new matter electronic and paper files.
• Prepare complete scans of files according to office procedures.
• Retrieve mail, scan, and sort according to office procedure.
• Assist with organizing the file room.
• Maintain office continuity by documenting and communicating actions, irregularities, and continuing needs.
• Hear and resolve basic complaints from customers or the public. Elevate more difficult complaints to the Office Manager.
• Communicate general office information to clients.
• Distribute contracts to clients via Adobe EchoSign.
• Follow up with clients regarding contract signing.
• Communicate with clients, collect, and follow up on missing or failed payments and refunds.
• Complete Secondary Review of client expenses.
• Support the Office Manager, Financial Manager, and Legal Team as needed.

Qualifications:

Required Education: High School Diploma or equivalent

Preferred Experience: 2 years performing work in an office setting

Required Skills: Fluency in Spanish

Strongly Preferred Skills:

• Ability to work independently and meet deadlines
• Strong verbal, written, and communication skills
• Excellent time management skills

Working conditions [DA1]:

• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.
• The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned (i.e., custodial, food services, general labor, etc.) or to make general observations of facilities or structures (i.e., security guard, inspection, etc.).
• The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.
• The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

Physical requirements [DA1]:

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

• Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized. This factor is important if the amount and kind of climbing required exceeds that required for ordinary locomotion.
• Balancing: Maintaining body equilibrium to prevent falling when walking, standing or crouching on narrow, slippery or erratically moving surfaces. This factor is important if the amount and kind of balancing the amount and kind of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
• Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles
• Kneeling: Bending legs at knee to come to a rest on knee or knees.
• Crouching: Bending the body downward and forward by bending leg and spine.
• Crawling: Moving about on hands and knees or hands and feet.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Standing: Remaining upright on the feet, particularly for sustained periods of time
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another
• Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
• Pulling: Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to-position. This factor is important if it occurs to a considerable degree and requires the substantial use of the upper extremities and back muscles
• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
• Grasping: Applying pressure to an object with the fingers and palm
• Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.
• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

[DA1]The following info was pulled from this link:http://www.niqca.org/documents/ADAPhysicalRequirementsChecklist.pdf

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Customer service: 2 years (Required)
• Microsoft Excel: 1 year (Preferred)
• Google Suite: 2 years (Required)

Language:

• Spanish (Required)
• Work Location: In person