Legal Assistant, Nokomis, Illinois

We are in need for a Legal Assistant to work three to four days per week and eventually five days per week. Salary depends on experience but probably $11.00 to $15.00 /hour.  Below are some of the responsibilities of the position.
  • Answering incoming calls on multi-line phone system; directing calls to the appropriate staff member or scheduling a conference call with the appropriate staff member;
  • Proactively contacting clients, other law offices, the court, and vendors for a variety of reasons;
  • Greeting and welcoming guest and/or clients to the law firm and directing them appropriately; announcing their arrival for meetings; offering beverages; ensuring guests and/or clients feel comfortable;
  • Scheduling appointments for multiple people and sending confirming appointment emails through case management system;
  • Reminding clients of upcoming appointments by telephone and email; ensuring they have all necessary documents prior to appointments;
  • Consistently and accurately performing conflict checks on potential clients through case management systems prior to scheduling consultations;
  • Completing initial intake procedures with potential clients, sending intake emails, and ensuring payment in advance;
  • Following up with new consultations to ensure intakes have been completed and payment has been made;
  • Maintaining office calendar (Google calendar) and ensuring conference rooms are not double-booked;
  • Maintaining multiple calendars and tracking deadlines;
  • Sorting and cataloging email and mail; directing to appropriate office staff;
  • Using the firm’s file protocols and procedures, opening new files and closing completed files.
  • Reading filing material, verifying accuracy; filing and scanning documents into document management system, electronic database, and physical files;
  • Daily maintaining and organization of current files;
  • Preparing pleadings, orders, and correspondences indexes;
  • E-filing documents with the Court and downloading file-stamped documents after clerk’s acceptance (knowledge of Odyssey/Tyler systems is a PLUS);
  • Maintaining front office in neat, tidy, and orderly fashion;
  • Preparing conference room for meetings;
  • Maintaining office supply list and determining when office supply orders are necessary;
  • Signing for packages being delivered, verifying document/items match the delivery, delivering packages to appropriate place/person, keeping the reception area clear of boxes; putting all supply orders away in a timely manner
  • Provide administrative support for legal assistants.
Knowledge, Skills and Abilities:
  • Maintaining confidential and sensitive information learned from clients, staff, and other lawyers
  • Significant ability to maintain composure during periods of high stress or conflict
  • Outstanding, professional phone presence with ability to quickly and accurately ascertain the level of urgency of each call
  • Ability to remain calm, kind, and authoritative over the phone and in person
  • Multi-phone systems knowledge
  • Excellent oral and written communication skills, including the ability to give clear written and oral instructions to clients and vendors
  • Excellent organizational capabilities and ability to prioritize deadlines; must be able to effectively organize and prioritize work; must be able to work independently with little to no supervision.
  • Willingness and ability to follow written and oral instructions.
  • Keyboarding skills with an ability to input data with a minimum of 50 wpm.
  • Strong technology skills – including, but not limited to proficiency with:
  • MS Office applications
  • Scanning
  • Adobe Pro
  • Knowledge of basic IT skills
  • Ability to operate photocopiers, digital facsimile, and other general office equipment
  • Tracking billable hours in 6-minute increments; entering all billable hours completed on a given day into the designated timekeeping software the same day
  • Dependable, regular attendance
  • Ability to resolve issues/problems independently
This would be for our Nokomis office at 320 W. Central St., Nokomis, IL 62075.  Resumes can be submitted via email at office@glennwestlaw.com or allyson@glennwestlaw.com.