Receptionist/ Communications Specialist

Brown Sims, P.C. - Miramar, FL

Full-time

Miramar, FL

Professional, Scientific, and Technical Services

About the position

The Receptionist/Communications Specialist plays a crucial role in supporting attorneys, secretaries, and other personnel by managing various administrative and clerical tasks. This position is essential for ensuring smooth communication within the firm and with external contacts. The individual in this role will be responsible for answering telephones and directing calls to the appropriate personnel, ensuring that all inquiries are handled efficiently and professionally. Additionally, the receptionist will read, scan, document, and route incoming mail, as well as prepare outgoing mail, which includes creating mailing labels and completing forms for certified mail, messenger, and overnight courier services. Maintaining organized document files is another key responsibility, which includes tabbing and indexing litigation files. The receptionist will also input attorney time and coordinate the completion of photocopy, fax, and messenger requests. Drafting and preparing both legal and non-legal documents, such as pleadings, summonses, complaints, motions, subpoenas, and general correspondence, is a critical function of this role. Furthermore, the receptionist will perform various clerical duties, including scheduling hearings and appointments, answering telephones, and providing information to callers as directed, all while exercising discretion and professionalism. To succeed in this position, the individual must possess a high school diploma or equivalent and have a solid understanding of legal terminology and procedures. Strong language skills are essential, as the role requires the ability to read and comprehend instructions, write correspondence, and communicate effectively. The ability to solve practical problems and interpret various forms of instructions is also necessary. Proficiency in typing at least 45 words per minute using current word processing software is required, along with the ability to operate office equipment such as computers, photocopiers, and fax machines. Establishing and maintaining cordial working relationships with co-workers and external contacts in a fast-paced environment is vital for success in this role.

Responsibilities

• Answer telephones and direct callers to appropriate personnel.
• Read, scan, document, and route incoming mail.
• Prepare outgoing mail, including mailing labels and courier forms.
• Maintain document files, including tabbing and indexing litigation files.
• Input attorney time and coordinate photocopy, fax, and messenger requests.
• Draft and prepare legal and non-legal documents such as pleadings and correspondence.
• Schedule hearings and appointments as needed.
• Transcribe, compose, and type routine correspondence.

Requirements

• High school diploma or equivalent.
• Knowledge of format, procedures, and specialized terminology.
• Ability to read and comprehend simple to complex instructions and correspondence.
• Ability to write simple correspondence and spell correctly.
• Ability to solve practical problems and interpret a variety of instructions.
• Ability to type a minimum of 45 words per minute using current word processing software.
• Ability to use office equipment such as computers, photocopiers, and fax machines.
• Ability to establish and maintain cordial working relationships in a fast-paced environment.