Administrative Assistant / Intake Specialist

Job Description

Job Description

Administrative Assistant/Intake Specialist Job Description needed for a small law firm on the west side of Indianapolis

GENERAL DUTIES

· Open the office promptly by 8:30 a.m., following all open office procedures. Phones must be answered and front doors must be unlocked beginning at 8:30 a.m.

· Close the office at 5 p.m., following all closing office procedures.

· Perform all administrative duties of the office as needed, including but not limited to meeting and greeting clients, answering phone calls, taking messages, answering correspondence, responding to daily emergency correspondence (such as sending notices of discontinuation of benefits and redeterminations).

· Prepare bills for clients and ensure payment is collected in a timely fashion.

· Maintain office organizational systems and procedures

· Review and prepare supply requisitions and obtain approval from attorney for supply orders

· Follow attorney’s procedures for retention, protection, retrieval, transfer, and disposal of records and client files

· Maintain office efficiency by monitoring office systems and equipment maintenance

· Keep attorney informed of any special needs of the office by reviewing and analyzing reports and estimates for services

· Maintain professional and technical knowledge as needed

· Maintain filing systems;

· Maintain supplies of stationery and equipment

· Maintain the condition of the office and arrange for necessary repairs as approved by attorney

· Maintain and keep in good supply all of the literature available to clients in the reception area and two conference rooms

· Maintain and keep in good order the binders used by the attorney in both conference rooms

· Maintain and keep in good order the workroom.

· Monitor client bathroom to ensure it is clean and in good order

· On Thursday mornings, bring the large trash container from the parking lot into the garage and place it next to large recycling container. Bring in the recycling container on designated days to the extent possible. (If car is in garage, simply place the container near the garage door without blocking the door.)

· Contact vendors or service suppliers as directed by the attorney

· Keep the attorney on track with all client appointments, zoom meetings, conference calls, out of office meetings and trainings, etc.

CLIENT INTAKE AND PHONE OR IN PERSON CONTACTS BY CLIENTS

· Fill out intake form for new clients, set appointment, and notify client of consultation fee

· Prepare client folder and merge client data file with all appropriate forms including, appointment reminder letter, case log, and intake form

· Log all contacts with clients.

· Complete Interview Questionnaire once the client returns the client information form,

MISCELLANEOUS

· Maintain office records, including logging of new clients on appropriate computer charts

· Follow procedures for ensuring effective transfer of information to computer and hard files

· Maintain office efficiency

· Obtain online information (deeds, car values, stock values, etc.) as requested by attorney during client meetings

· Prepare legal documents as directed by the attorney

· Prepare correspondence as directed by the attorney

· Assist with document executions as needed and as directed by the attorney

· Perform other tasks as directed by and under the supervision of the attorney.

*Health insurance is not provided