Administrative Assistant/Office Manager

About the position

The Administrative Assistant/Office Manager at The Law Office of Xochitl A. Ambriz is responsible for overseeing office operations, managing staff, and ensuring efficient workflow within the legal environment. This role involves a variety of administrative and financial tasks, including answering phones, managing payments, and maintaining office systems. The ideal candidate will possess strong organizational skills and a proactive work ethic, with experience in a law office setting being preferred.

Responsibilities

• Answer phones and collect payments from clients.
• Post payments in office management software.
• Run payroll and manage other assigned tasks.
• Maintain office systems and supervise staff.
• Organize office operations and procedures.
• Prepare payroll and control correspondence.
• Design filing systems and review supply requisitions.
• Assign and monitor clerical functions.
• Define procedures for record retention and disposal.
• Plan and implement office systems and layouts.
• Establish office policies and measure results against standards.
• Schedule and assign employees, following up on work results.
• Keep management informed by analyzing reports and identifying trends.
• Recruit, select, orient, and train office staff.
• Coach, counsel, and discipline employees as necessary.
• Prepare an annual budget and analyze variances.

Requirements

• High school diploma or GED.
• 2-3 years of office management experience.
• Proficient in Microsoft Office and office management software.
• Experience in a law firm or bill collecting is preferred.
• Strong customer service skills.
• Ability to manage processes and supervise staff.

Nice-to-haves

• Experience with inventory control.
• Knowledge of process improvement techniques.

Benefits

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