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Receptionist Administrative Assistant

Company: William B. Mange, P.C.
Location: Austin
Posted on: January 12, 2018

Job Description:

Job DescriptionJob SummaryPLEASE READ ALL THE WAY TO THE END!Specific instructions about applying are included. (You must follow them, or your application will not be considered).DO NOT MERELY POST YOUR RESUME ON ZipRecruiter FOR ME TO REVIEW. YOU MUST E-MAIL ME AT BILL@CRIMINAL-ATTORNEY-AUSTIN-TEXAS.COM. WHEN YOU E-MAIL, INCLUDE "RECEPTIONIST" IN THE SUBJECT LINE. Please send me not only a resume, but also a cover letter. When you submit your cover letter, please tell me why YOU think you would be a stellar team member and what in this ad made you think, "I'd like to work there!" I want to hire someone who will be a superstar on a small team devoted to providing the best legal service possible to the Austin area community. Your first responsibility (but far from your only) will be answering the phones.But, I don't want just an "average receptionist / administrative assistant." I am looking for an exceptional individual who will be excited every time the phone rings, because it represents a chance to help the person on the other end of the line.I want the caller to "hear your smile" whenever you pick up the phone. AND, you need to be able to be empathetic when people who are dealing with serious criminal cases call in.You will be the first point of contact when other attorneys, current clients, judges, court staff, prosecutors, and others call in.Do not call to apply. If I decide to interview you, I will first send you a link for an assessment of how well you would fit in my office. Once I’m notified that you have completed the assessment, I will call you for a telephone interview.If you are a college graduate, please do not apply.I want to hire someone who is professional, organized, and who focuses on the job first.By "professional" I mean you are punctual, know how to keep clients' files confidential, that you are reliable and polite no matter the circumstance. I mean that you can deal easily with all kinds of people. Some people call and want their questions answered and want to get off the phone. Some people are "freaking out." Some people want to talk and talk and really need to know that you hear where they are coming from. You can speak with all these people politely, patiently, and pleasantly. I mean you take pride in your work and you review it before you send it out.By "organized" I mean you minimize interruptions in my workflow, make sure I am where I need to be, when I need to be there, and that I have the files I need. I mean you follow up with potential clients and people who order my free information online, keep me in touch with clients and potential clients, and make sure that fees are collected timely. You understand that time is money and that being organized means we don't waste time.By "focuses on the job first" I mean you stay on task. You will know what my priorities are for your work and you do the tasks I give you accordingly. I mean you are always pleasant, and you will be in a friendly and respectful environment, but you aren't applying for this job to widen your social circle. You have friends outside this job and that is where you do most of your socializing.I want to hire someone who wants to stay in this job for 5-10 years. When I say that, I mean it. If you say you want this job, I want you to mean "I want to stay that long, too."What else will you be doing?Meet and greet clients when they come in for appointments with me.Send thank you notes to people who refer cases to me -- real, handwritten notes.Follow up on cases that we have referred to other firms.Help build our database of clients' birthdays, anniversaries, kids they have, etc., so that you can send them gifts to celebrate special occasions or just to say "thank you."Completing form subpoenas for my signature.Receiving payments.Keeping track of how potential clients find my law firm.Making appointments for clients to visit me in the office.Screening potential clients who want an expungement.Writing checks in QuickBooks.Requesting information from prosecutors’ offices.Requesting officers’ dashboard camera videos.Completing public information request forms.Completing forms to request administrative license revocation hearings.Entering information into motions which I have already prepared.Entering information into forms to petition for occupational driver’s licenses.Electronically filing petitions which I have signed.Completing Civil Case Information Sheets for occupational drivers licenses.Entering information into form emails and letters.Completing blank personal bond forms.Calling clients about their accounts.Entering data into form Excel spreadsheets.Preparing jury seating charts and researching social media regarding jury panel members.Redacting identifying information from dismissals and acquittals I obtain.Keeping closed files organized.Other duties as assigned. Here are the basic qualifications:1. You are great with people (not just good). You can easily empathize with them, and you are good at navigating tricky social situations tactfully.2. You have a pleasant phone answering voice.3. You keep your cool no matter what.4. You would enjoy answering the phone every time it rings. It's never an "interruption" to you; it's an "opportunity."5. You are Internet and technology literate, and you would feel comfortable learning new systems.6. You can "check your baggage at the door." Basically, you're capable of coming into work without bringing outside drama in with you.7. You are very, very organized. Here are some "bonus" qualifications that are nice but not required:1. Past experience in a law firm (especially in a criminal defense law firm).2. Previous experience as a receptionist/administrative assistant.3. Experience using any kind of online database software. BenefitsPay is commensurate with experience. There are also medical insurance and job-related educational benefits. There is also performance based pay.

Keywords: William B. Mange, P.C., Austin, Receptionist Administrative Assistant, Administration, Clerical, Austin, Texas

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