Legal Assistant/Receptionist

Phelps Dunbar Llp - Raleigh, NC

Full-time

Raleigh, NC

Professional, Scientific, and Technical Services

About the position

Phelps Dunbar LLP is an AmLaw 200 full-service law firm seeking a Legal Assistant/Receptionist to support a group of attorneys within the practice group. This role encompasses a variety of complex secretarial, administrative, and substantive legal duties essential for the smooth operation of the legal team. The Legal Assistant/Receptionist will be responsible for preparing documents by transcribing, formatting, inputting, editing, retrieving, copying, printing, and transmitting text, data, and graphics. The position requires identifying the proper technology resources to effectively and efficiently complete tasks, ensuring that all documentation is handled with precision and professionalism. As the primary interface with clients, the Legal Assistant/Receptionist will manage communications via phone, email, and fax, and will organize client conferences and attorney meetings. Maintaining a good working relationship with clients is crucial, as is the ability to prepare and coordinate efiling, print efiling from courts, and distribute copies of efiled pleadings to attorneys. The role also involves maintaining attorneys' calendars and docketing, which includes planning and scheduling conferences, teleconferences, and depositions, as well as making travel arrangements and recording court appearance dates and filing requirements. The Legal Assistant/Receptionist will organize and maintain files from the inception of cases through to completion, including electronic filing in the appropriate workspace folder in iManage. Knowledge of open/close file procedures, including conflict checks and new client procedures, is essential. Additional responsibilities include handling incoming and outgoing mail, scheduling audio/video conference calls, ordering and tracking office supplies, and providing excellent customer service to both internal and external clients. The position requires a flexible, solutions-oriented approach and the ability to work effectively in a team environment, ensuring that all tasks are completed in a timely and professional manner.

Responsibilities

• Prepares documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics.
• Identifies the proper technology resources to effectively and efficiently complete tasks.
• Serves as primary interface with clients by phone, email, receiving faxes and for meetings.
• Initiates telecommunications; organizes client conferences and attorney meetings.
• Maintains a good working relationship with clients.
• Prepares and coordinates efiling; prints efiling from courts; distributes copies of efiled pleadings to attorneys.
• Maintains attorneys' calendars and docketing, including planning and scheduling conferences, teleconferences, and depositions.
• Makes travel arrangements; records and monitors court appearance dates, pleadings and filing requirements.
• Organizes and maintains files from inception of the case through completion, including electronic filing in iManage.
• Requests reimbursement for attorneys through Chrome River and for client costs through Accounts Payable.
• Handles incoming and outgoing mail, faxes, and scans documents.
• Schedules and coordinates audio/video conference calls including setup of call within conference system and testing with New Orleans.
• Orders and tracks office and kitchen supplies for the office.
• Answers incoming and transferred phone calls to the Firm.
• Controls the flow of telecommunications and handles messaging in an efficient and professional manner.
• Greets and directs guests and clients.
• Schedules conference rooms and coordinates schedule with staff.
• Requests equipment and supplies as needed from various areas to accommodate meetings.
• Handles service requests directed to reception desk in a prompt and professional manner.
• Provides excellent customer service to internal and external clients.
• Performs other duties as required.
• Works consistently and effectively in a team environment.

Requirements

• High school diploma or equivalent is required.
• Some college preferred.
• Experience working in a front office meeting and greeting clients and guests as well as supporting multiple individuals in a fast-paced, high volume, service-oriented work environment.
• Secretarial experience in a law firm or similar environment is preferred.
• Proficiency in word processing and advanced software functions, including expertise with MSWord, Outlook, Excel and PowerPoint.
• Knowledgeable in the database capabilities of Access.
• Knowledge of legal practices, terminology, documents and court rules and procedures.
• Flexible, solutions-oriented approach and the ability to work under pressure.
• Ability to accurately type a minimum of 65 words per minute.
• Professional appearance and clear, articulate telephone voice.
• Experience supporting multiple individuals in a high-paced work environment.
• Willingness to function as part of a team.