Clerk/Office Assistant

Phillips-Lytle-LLP; Chicago (IL); On-site; USD 29,000 - 36,000; Full time

Job summary

Phillips-Lytle-LLP in Chicago, IL seeks an Clerk/Office Assistant to provide comprehensive administrative support for practice groups. You will handle phones, scheduling, travel, filing, and data entry, while drafting and proofreading communications with accuracy and discretion.

The ideal candidate will have strong organizational skills, attention to detail, and the ability to multitask in a fast-paced legal office environment.

Qualifications

• High school diploma or equivalent; 1–2 years in admin/clerical role preferred.
• Experience in legal or professional services is a plus.
• Proficiency with Microsoft Office; strong communication and organizational skills.

Responsibilities

• Provide general office support including answering phones and scheduling meetings.
• Coordinate travel arrangements for attorneys and maintain filing systems.
• Draft and proofread internal and external communications.
• Enter data in databases and spreadsheets and generate reports.
• Maintain office supplies and coordinate maintenance to keep a clean, organized environment.
• Deliver excellent customer service to staff and clients.

Skills

Organizational skills

Attention to detail

Multitasking

Microsoft Office

Time management

Communication

Interpersonal skills

Confidentiality

Independent worker

Team player

Education

High school diploma

Office administration coursework

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Data entry software

Job description

Job SummaryThe Clerk/Office Assistant, based out of our Chicago, IL office, will be responsible for providing comprehensive administrative support to ensure the smooth operation of practice group activities. This role involves managing correspondence, handling data entry, maintaining records, and assisting with various administrative tasks. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to multitask effectively.Essential Duties and ResponsibilitiesProvide general office support, including but not limited to: answering phones, scheduling meetings, coordinating travel arrangements for attorneys, organizing calendars, and maintaining filing systems (both digital and physical).Oversee day-to-day office operations, including office supplies inventory, coordinating office maintenance, and ensuring a clean and organized office environment.Draft and proofread internal and external communications. Distribute memos, notices, and other documents to staff and departments.Liaise with various departments (Word Processing, Human Resources, Information Technology, Library, etc.) to ensure seamless communication and smooth workflow across the organization.Provide support to various departments by assisting with administrative tasks such as filing, photocopying, and scanning documents.Type and proofread documentation with respect to the maintenance of and closing of files, including forms, correspondence and other miscellaneous documents required. Proper proofreading of documents and correspondence to ensure accuracy, proper grammar and punctuation, consistency and syntax.Conduct external calls to various agencies to request information and documentation necessary.Assist with closings, prepare closing sets and prepare and update closing checklists.Enter and update data in various systems, including databases and spreadsheets. Ensure accuracy and completeness of data and generate reports as needed.Address inquiries and resolve issues from clients, staff, and visitors in a professional and courteous manner. Provide exceptional customer service and support.Ensure that all administrative processes adhere to company policies and regulatory requirements. Handle confidential information with discretion and integrity.Uphold the firm’s reputation as the premier source for sophisticated legal counsel by delivering superior outcomes, service, and value to every client and matter.Performs other duties as assigned.Qualifications and RequirementsHigh school diploma or equivalent required; additional coursework in office administration, business, or a related field is preferred.Minimum of 1-2 years of experience in an administrative or clerical role. Experience in the legal industry and/or professional services is a plus.Knowledge, Skills and AbilitiesProficiency in Microsoft Office Suite (Word, Excel, PowerPoint).Strong organizational and time-management skills.Excellent attention to detail and accuracy.Good communication and interpersonal skills.Ability to manage multiple tasks and prioritize effectively.Eagerness to learn and adapt to new research tools and technologies.Strong problem-solving skills and a proactive attitude.Ability to work independently and as part of a team.Commitment to maintaining confidentiality and professionalism.This position is anticipated to pay the range of $21-$26/hour, depeding on experience.