Dixie Law Group, PSC Office Assistant for Law Firm Louisville, KY · Full time

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Job Description:

The office assistant's job is to provide full administrative support and personal assistance to a team of professionals consisting of paralegals and attorneys. The appropriate individual should be able to drive all projects from conception to completion, manage multiple calendars, and provide excellent customer service to all clients. You should be able to work proactively and reactively as an extension of the company while bringing a results-oriented approach with streamlined execution to every project.

The opportunity is ideal for a go-getter with a strong work ethic and time management skills. Training will be provided, although experience in medical records is preferred. Health insurance for full-time employees is 100% paid for after completing the 90-day introductory term. We also have a match of up to 4% in our firm 401k after one year with the company.

Principal Responsibilities:

• Speaking with potential new clients, current clients, adjusters, hospital/medical staff, and other insurance personnel will occur daily. Speaking with potential and current clients will be over the phone and in person as clients come into the office daily. Greeting customers as they enter the office, providing a positive and professional first impression of the firm, and answering customers' general inquiries.
• Calendar control includes managing and maintaining the company and attorney calendars. All calendars need to be treated like continuous projects, with no deadline and always needing change and adjustment. Extreme attention to detail is needed when scheduling appointments and maintaining the calendar.
• Request medical records from all healthcare providers necessary for a case in and out of Kentucky and follow up on medical records requests while understanding the importance of a deadline to do so. Must be able to maintain a calendar with request deadlines and be motivated to follow up on those records requests.
• Gatekeeper to the associates; schedule appointments, depositions, and mediations; schedule the conference room; provide a positive and professional first impression of the firm; calendar deadlines and reminders; serve as backup to answering the telephone and scheduling.
• Data entry required to open and close cases; keep, maintain, and generate notes in the file for attorneys; scan all incoming documents, renaming documents, OCRing documents, and upload documents to case management system; maintain complex file filing; correctly name electronic pleadings, OCR pleadings, and upload into a case management system; recycle old trial binders by stripping the documents and placing them in a client hard folder; get new trial binders ready for use.
• Other similar responsibilities as they are assigned.

Skills:

• Exceptional interpersonal/communication and writing skills.
• Ability to work independently as well as in a team environment.
• Problem-solving, listening skills, alignment with a core philosophy, detail-oriented, self-starter, systematic, positive attitude, good-natured, emotionally secure, patient, optimistic, flexible, professional demeanor and presentation, know when to lead and follow. These are all adjectives and terms that describe our ideal candidate.

Qualifications:

Prior office experience is preferred but not required in medical, corporate, or law office settings; interaction with executive-level professionals is a plus. We are less concerned with how many years of Office Assistant/Executive Assistant experience you have compared to your ability to learn and adapt to a job. We are looking for anyone interested in working in a place that helps real people in a serious, but friendly atmosphere.

Physical Demands:

This work is performed in an office setting. Employees are required to stand, walk, bend, talk, hear, stoop, kneel, operate computers and phones, sit for long periods of time, and on occasion, lift up to 20 pounds.

The above statements about the position are intended to describe its general nature. The salary is negotiable and will align with experience. Qualified candidates are encouraged to forward their resumes for consideration.