Fierce Advocacy and Careful Consideration

Intake Specialist/ Administrative Assistant

REPORTS TO: Managing Partner, but also Staff Attorneys, Administrative Office Manager, and Legal Assistant/Media & Marketing Coordinator

STATUS: Part-time, approx. 20 hours/week (open to negotiation, including full-time)

COMPENSATION: $15-20/hour, dependent on experience

SCHEDULE: To Be Determined

LOCATION: 1 E. Wacker Drive, Chicago, IL 60601

OUR FIRM:

The Prinz Law Firm is a woman-owned boutique legal practice focusing on employment and business law. Unlike typical firms in our field, we serve both employees and employers, and we do so through fierce, transparent, and compassionate representation. Our work is varied and can include litigating non-compete agreements, negotiating executive severance packages, combatting discrimination, and training businesses to form positive workplace cultures. In all we do, our experienced attorneys and staff take pride in cultivating client relationships marked by trust, professionalism, creativity, and flexibility.

After client support, nothing matters more to us than our firm culture. Our small practice is marked by a highly collaborative team that leans on one another to accomplish big projects and overcome tough challenges. And no matter one’s position or role, we value one another as co-workers and make mutual respect and good humor hallmarks of our day-to-day interactions.

THE POSITION:

We are currently seeking an Intake Specialist / Administrative Assistant who enjoys interacting with a variety of people and quickly assessing potential legal problems. You will serve as the face of the firm at the front desk, responsible for projecting a positive and welcoming image of our practice to walk-in guests, as well as maintaining good customer service and professionalism on the telephone. A major component of the position will consist of fielding intake telephone calls, which requires courteously listening to potential clients, critically assessing their situations, and directing them to the appropriate staff member or referral service. You will also be responsible for some legal administrative tasks, such as electronically filing court documents and preparing courtesy copies according to court standards. We also expect you to provide clerical and administrative support to our team on a variety of projects as needed. Attention to detail, professionalism, and the ability to act as a team player are necessities for success. Our ideal candidate has past experience as a legal assistant, legal secretary, paralegal, or administrative assistant in a law office.

SPECIFIC RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

Intake

  • Conduct potential client intakes by telephone with a high level of customer service and professionalism.
  • Demonstrate knowledge of and clearly explain the firm’s service offerings to potential clients.
  • Judiciously determine whether potential clients’ needs align with the firm’s service offerings and professionally direct potential clients accordingly.
  • Enter and update client information in the firm’s CRM system.
  • Open and close out client matters.

Reception

  • Receive, screen, and direct telephone calls.
  • Welcome clients with a high level of customer service, confidence, and hospitality.
  • Input visitors into the online building system.
  • Retrieve, review, and sort incoming mail. Notify appropriate staff members of time-sensitive correspondence.
  • Assist with appointment scheduling, conference calls, and possibly travel arrangements.
  • Assist with managing the firm’s calendars.
  • Assist with coordinating travel from time to time.

Legal secretarial support

  • Print, scan, and save various documentation.
  • Create and prepare correspondence, reports, email and other documents.
  • Mail correspondence via USPS, UPS, and/or FedEx; fax correspondence as needed.
  • Electronically file court documents.
  • Prepare courtesy copies according to court standards.
  • Interact with court clerks, perform occasional court deliveries.
  • Develop and maintain well-organized client and administrative files.
  • Conduct online research as assigned.

Miscellaneous

  • Interface with external vendors and service providers from time to time.
  • Provide support for our media/marketing operations, including assistance with webinar production as needed.
  • Perform office set-up and clean-up as needed.
  • Perform other duties as assigned by supervisors.

REQUIRED QUALIFICATIONS/SKILLS:

  • Highly organized and detail-oriented.
  • Ability to listen carefully, take direction, and coordinate work with a variety of personalities in a courteous and professional manner.
  • Ability to manage multiple projects, prioritize responsibilities, and multitask.
  • Ability to work under pressure and meet deadlines.
  • Ability to adapt to changing priorities, expectations, and needs.
  • Knows how and when to ask for help from team members.
  • Proactive attitude and ability to work well independently.
  • Highly trustworthy and exercises a high level of discretion and confidentiality.
  • Demonstrates maturity, dependability, reliability, and punctuality.
  • Demonstrated self-starter.
  • Ability to read, write, and speak standard formal English.
  • Excellent written, verbal, and interpersonal communication skills, and ability to summarize information clearly and concisely.
  • Ability to conduct online research and knowledge of general computer operations.
  • Proficiency with office web applications, including Google Suite (GMail, Docs, Sheets, Drive, etc.), Microsoft Office (especially Outlook, Word, PowerPoint, and Excel), and Adobe.
  • Ability to use/quickly learn the firm’s CRM.

DESIRED QUALIFICATIONS:

  • Bachelor’s degree or a minimum of 5 years of work experience.
  • 2 years or more of experience offering administrative and/or legal support in a law firm setting.
  • Understanding of employment law processes and terminology.
  • Fluency in spoken and written Spanish.
  • Familiarity with Microsoft Outlook and SAGE Timeslips.

PHYSICAL REQUIREMENTS:

  • Regularly required to sit for extended periods of time.
  • Frequently required to use hands and fingers (including the use of computer keyboards).
  • Required to use ears/voice to talk or hear (including the use of a telephone).
  • Occasionally required to walk, stand, reach with hands and arms.
  • May occasionally need to lift and/or move reams/boxes of printer paper weighing up to 50 pounds.

TO APPLY: Submit résumé, cover letter, and short writing samples to administrator@prinz-lawfirm.com with subject line “Intake Specialist Application.”

COVER LETTER:

In your cover letter (approx. 1 page), identify 3 qualities you possess that make you a great fit for our team and work.

SHORT WRITING SAMPLE REQUIREMENT:

Browse the firm’s website at www.prinz-lawfirm.com. In a total of 2 pages maximum, double-spaced, respond to the questions below.

1. What are 3 values of our firm that attract you and why?

2. Write a short response to our blog found under the category “daily routine.” Please include the title, author and date of the blog in your response.

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