Legal Assistant/Administrative Assistant Job at JobTracks, Ocala, FL

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  • JobTracks
  • Ocala, FL

Job Description

Job Summary: The Administrative Assistant will play a crucial role in ensuring the smooth operation of our law firm. This position requires a proactive individual who can manage multiple tasks efficiently and work collaboratively with attorneys, paralegals, and other staff members. The ideal candidate will have excellent communication skills, a strong work ethic, and a commitment to maintaining confidentiality.

Key Responsibilities:
  • Office Management:

    • Answer and direct phone calls, take messages, and handle general inquiries.
    • Greet and assist clients and visitors in a professional and courteous manner.
    • Maintain office supplies inventory and order supplies as needed.
    • Organize and schedule meetings, appointments, and conference calls.
    • Manage office filing systems, both electronic and physical.
  • Document Management:

    • Prepare, edit, and format legal documents, correspondence, and reports.
    • Assist with the drafting and proofreading of legal documents.
    • Scan, copy, and file documents accurately and in a timely manner.
    • Manage and organize client files and case documents.
  • Support to Legal Staff:

    • Assist attorneys and paralegals with case management tasks.
    • Coordinate and manage court filings, including e-filing in various jurisdictions.
    • Track and manage deadlines for filings, submissions, and other critical tasks.
    • Prepare and distribute client invoices and manage billing inquiries.
    • Conduct basic legal research and gather information as needed.
  • General Administrative Tasks:

    • Handle incoming and outgoing mail and deliveries.
    • Assist with special projects and tasks as assigned by management.
    • Maintain confidentiality of all client and firm information.
Qualifications:
  • Education: High school diploma or equivalent required; associate's or bachelor's degree preferred.
  • Experience: Minimum of 2 years of administrative experience, preferably in a law firm or legal environment.
  • Skills:
    • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
    • Familiarity with legal software and case management systems is a plus.
    • Strong organizational and multitasking abilities.
    • Excellent written and verbal communication skills.
    • Attention to detail and accuracy in work.
    • Ability to work independently and as part of a team.
    • Strong time management skills and the ability to prioritize tasks effectively.
Benefits:
  • Competitive salary commensurate with experience.
  • Health, dental, and vision insurance.
  • Retirement plan with company match.
  • Paid time off and holidays.
  • Opportunities for professional development.
JobTracks

Job Tags

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