Office Assistant

Schaffer & Associates LPA; Toledo (OH); On-site; USD 20,000 - 28,000; Part time

Job summary

Schaffer & Associates LPA seeks an Office Assistant to support front desk operations and assist attorneys with case processing. The role adapts daily; workspace may change, and hours are part-time (2-3 days per week, including Fridays) from 8:30 a.m. to 5 p.m., 4 p.m. on Fridays.

Responsibilities include handling calls, routing messages, maintaining calendars, and preparing client letters, with attention to confidentiality and strong customer service as core requirements.

Qualifications

• Strong attention to detail.
• Excellent critical thinking skills.
• Ability to work with minimal supervision.
• Excellent communication and customer service.
• Proficiency with basic software applications.
• Strong prioritization and organizational skills.
• Ability to handle confidential information.
• Punctual and reliable.
• Willingness to learn and accept feedback.
• Patient, empathetic, and friendly personality.

Responsibilities

• Handle or route incoming calls and other communications
• Record messages and relay pertinent information
• Sort and distribute paper mail
• Screen leads and record case details
• Create, maintain, submit, and enter information into various databases
• Maintain the calendar and arrange client appointments
• Greet and assist clients and visitors
• Compose and mail relevant client letters
• Complete forms and documents
• File paper documents into physical files
• Assist attorneys with processing, including return client phone calls, answer questions
• Process incoming mail
• Monitor Case Status messages and respond to clients
• Request and monitor medical records as needed

Skills

Attention to detail

Communication skills

Customer service

Multitasking

Time management

Confidentiality

Punctuality

Job description

The primary role of the office assistant is to carry out and monitor front desk operations, while also assisting attorneys with case processing as needed. This position ensures firm operations run smoothly and client files are processed efficiently. The Office Assistant reports to the Office Administrator while also working closely with attorneys. The Office Assistant may be asked to concentrate more or less on specific responsibilities on different days . The Office Assistant’s workspace may change from day to day . At present, support is needed on a part-time basis (2-3 days per week) including Fridays . Normal office hours are from 8:30 a.m. until 5 p.m.(4 p.m. on Fridays) . Compensation is $20/hr. Expectations include but are not limited to the responsibilities listed below.

Office Assistant Responsibilities

• Handle or route incoming calls and other communications
• Record messages and relay pertinent information
• Sort and distribute paper mail
• Screen leads and record case details
• Create, maintain, submit, and enter information into various databases
• Maintain the calendar and arrange client appointments
• Greet and assist clients and visitors
• Compose and mail relevant client letters
• Complete forms and documents
• File paper documents into physical files

Assist attorneys with processing, including but not limited to:

• Return client phone calls, answer their questions
• Process incoming mail
• Monitor Case Status messages and respond to clients
• Request and monitor medical records as needed

Office Assistant Requirements

• Strong attention to detail
• Excellent critical thinking skills
• Ability to work well without close supervision
• Exceptional communication and customer service skills
• Technical skills including proficiency with basic software applications
• Strong prioritization and organizational skills
• Ability to handle confidential information
• Commitment to punctuality and reliability
• Ability to multitask and manage time effectively
• Willingness and capacity to learn new skills while accepting feedback
• Patient, empathetic, and friendly personality