Office Administrator

$49,920 - $64,480/Yr

Reis & O'Keefe Pllc - Portsmouth, NH

Part-time,Full-time - Entry Level

Portsmouth, NH

Professional, Scientific, and Technical Services

About the position

We are seeking an office administrator/secretary for a law firm that specializes in criminal defense. The ideal candidate will play a crucial role in managing the administrative functions of the office, ensuring that all client files are opened, maintained, and closed as needed. This position requires a high level of organization and attention to detail, as the administrator will be responsible for managing the flow of discovery, investigation reports, court notices, orders, and other documentation on a daily basis. Effective communication is essential, as the administrator will interact with clients, court staff, prosecutors, and other professionals regularly, both by telephone and through written correspondence. In addition to managing documentation, the office administrator will perform regular invoicing and recordkeeping, which is vital for the financial health of the firm. The role also involves managing office calendars, appointments, and meetings, ensuring that all scheduling is handled efficiently. Given the nature of the work, the administrator will often meet with clients who may be under significant stress due to their legal situations, requiring a compassionate and understanding approach. The work environment can be demanding, and the candidate must demonstrate a high degree of dedication and the ability to work seamlessly as part of a team. The role requires a self-starter who can prioritize competing deadlines and multitask effectively. Trustworthiness and discretion are paramount, as the administrator will handle sensitive information on a day-to-day basis.

Responsibilities

• Open, maintain, and close client files as needed
• Manage the flow of discovery, investigation reports, court notices/orders, and other documentation on a daily basis
• Communicate effectively, professionally, and courteously with clients, court staff, prosecutors, and other professionals on a daily basis, by telephone and through written correspondence
• Perform regular invoicing and recordkeeping
• Meet with clients, many of whom are under a high degree of stress
• Manage office calendars, appointments, and meetings

Requirements

• Minimum of five years' experience working in a criminal defense firm, public defender office, or court system
• Compassionate with clients who face a variety of allegations ranging from traffic offenses, drug charges, and theft to sexual assault and homicide
• An understanding of mental health and substance abuse issues
• Exceptional communication skills - both verbal and written
• Proven ability to multitask and prioritize often competing deadlines
• Trustworthy and able to exercise a high degree of discretion on a day-to-day basis
• Ability to work seamlessly as part of a team and be a self-starter

Benefits

• Paid time off