Office Assistant - Supernumerary

Community Law Group, PLLC / Abogados de la Comunidad; Nashville (TN); Presencial; USD 36.000 - 56.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Quarterly bonuses

Paid Time Off (PTO) and holidays

Health insurance contribution

Professional growth opportunities

Employee recognition

Team culture activities

Positive work environment

Descripción de la vacante

Community Law Group, PLLC, also known as Abogados de la Comunidad, is seeking a flexible Supernumerary to support Records, Mail, Front Desk, Link Admin, and Client Experience within the Administrative Department. This role emphasizes coverage for multiple administrative areas, ensuring operational continuity in a fast-paced law firm environment.

The ideal candidate demonstrates adaptability, quick learning, professional communication, and strict confidentiality, while contributing to accurate

Formación

• Minimum of two years of professional work experience in office administration or related roles.
• Bilingual English and Spanish with reading, writing, and speaking proficiency.
• Strong organizational skills and attention to detail.
• Proactive, dependable, and able to learn multiple administrative workflows.

Responsabilidades

• Provide coverage across Records, Mail, Front Desk, Link Admin, and Client Experience.
• Learn and follow procedures and checklists for each assigned role.
• Manage documents, mail, packet preparation, and client service as needed.
• Coordinate handoffs and keep supervisors informed of progress.
• Maintain confidentiality and adhere to firm procedures.

Conocimientos

Bilingual English/Spanish

Microsoft Office 365

Organizational skills

Flexibility and adaptability

Educación

High school diploma or equivalent

Descripción del empleo

MAKE A DIFFERENCE IN THE COMMUNITY YOU SERVE

Are you an organized, dependable professional who can step into different administrative roles and adapt to changing operational priorities? We are looking for a flexible team member who can help maintain daily office operations during staff absences and periods of increased workload.

Community Law Group, PLLC, known throughout Tennessee as “Abogados de la Comunidad,” is a bilingual, community-centered law firm committed to serving individuals and families throughout our community.

We are looking for a proactive and adaptable Supernumerary to work within the Administrative Department, providing coverage for Records, Mail, Front Desk, Link, Administrative Support, and Client Experience.

This position is assigned to the Administrative Department. The selected candidate will cover administrative positions based on staffing needs and operational priorities, following the procedures and responsibilities of the role being covered. Assignments include document management, mail processing, reception, packet assembly, office support, and client service.

This role is ideal for someone who enjoys variety in their work, learns quickly, communicates professionally, and understands the importance of accuracy, confidentiality, accountability, and collaboration in a fast-paced law firm environment.

WHY JOIN COMMUNITY LAW GROUP?

Your work helps clients receive consistent service and keeps records, mail, reception, and document handoffs organized. Reliable administrative coverage allows the firm to maintain daily operations when team members are absent or workloads increase.

As a Supernumerary, you will develop skills across Records, Mail, Front Desk, Link, Administrative Support, and Client Experience while contributing to the continuity and quality of the firm’s operations.

WHAT WE OFFER

• Performance-Based Bonuses: Quarterly bonuses based on performance.
• Paid Time Off (PTO): Paid time off, including vacation and sick days, plus corporate holidays.
• Benefits: Employer contribution toward health insurance.
• Professional Growth: Learning and development opportunities, including courses, events, and books.
• Employee Recognition: Opportunities to recognize and celebrate team members’ contributions.
• Team Culture: Company activities, outings, and retreats.
• Positive Work Environment: A collaborative, supportive, and mission-driven workplace.

POSITION DETAILS

• Position: Supernumerary Administrative Team
• Department: Administrative Department
• Schedule: Full-Time
• Work Location: In-Person
• Primary Areas of Coverage: Records, Mail, Front Desk, Link Admin, Administrative Support, and Client Experience.

PRIMARY RESPONSIBILITIES

Administrative Team Coverage and Operational Continuity

• Provide coverage for Records, Mail, Front Desk, Link Admin, Administrative Support, and Client Experience based on staffing needs, workload, and operational priorities.
• Step into assigned administrative workflows and complete the responsibilities of the position being covered within the employee’s training and authorized scope.
• Learn and follow the procedures, checklists, service standards, and documentation requirements established for each assigned role.
• Provide temporary coverage for absent team members and administrative areas experiencing increased volume or pending work.
• Transition between assignments with a documented handoff of pending tasks, deadlines, client requests, and unresolved issues.
• Keep the assigned supervisor and responsible team informed of task progress, service concerns, and matters requiring a decision.
• Follow supervisory instructions and elevate unclear assignments or conflicting priorities before they affect service or deadlines.

Records and Document Management

• Receive, organize, scan, label, upload, and retrieve documents according to approved filing procedures and naming standards.
• Verify that documents are complete, legible, and assigned to the correct client and matter in Camp Legal, Smokeball, OneDrive, or other approved systems.
• Maintain accurate records of document receipt, transfers, storage, and release, including the handling of original documents.
• Process document drop-offs and pickups according to verification, authorization, and chain-of-custody procedures.
• Identify missing, misfiled, duplicate, or incomplete documents and coordinate corrections with the responsible team.
• Maintain organized physical and electronic files and restrict access to authorized personnel.

Front Desk and Client Experience

• Welcome clients and visitors professionally, verify appointments, complete check-in procedures, and notify the appropriate team.
• Confirm appointment details and office locations, route inquiries, and coordinate client needs with legal and administrative staff.
• Support client check-out, document drop-offs and pickups, and payment processing when trained and authorized, following verification and documentation procedures.
• Document client requests, calls, messages, follow-up actions, and unresolved concerns in the appropriate systems.
• Keep reception areas and meeting rooms organized and ready for appointments, including required equipment and supplies.
• Address service concerns courteously, route legal questions to the responsible legal team, and to the supervisor.

Mail and Shipping

• Receive, sort, log, and route incoming mail, deliveries, and urgent correspondence to the responsible team.
• Prepare shipping labels and process outgoing mail according to approved instructions, carrier requirements, and established cutoff times.
• Verify recipient details, shipping methods, labels, and packet approval before dispatch.
• Maintain shipment logs, tracking information, submission receipts, and proof of delivery in the appropriate internal systems.
• Monitor assigned shipments and promptly report delivery exceptions, missing packages, and processing delays.
• Coordinate packet handoffs, carrier pickups, and authorized mail deliveries with the responsible staff.

Link and Legal Packet Preparation

• Prepare and assemble legal case packets according to the assigned legal team’s instructions, approved checklists, and packet requirements.
• Verify that packet documents correspond to the correct client and matter and that required pages, signatures, dates, and attachments are present.
• Organize forms, supporting evidence, exhibits, and copies in the order specified by the legal team.
• Identify missing documents, duplicate pages, inconsistent information, and assembly errors and report them before the packet is finalized.
• Update packet preparation status and coordinate required review and corrections with the responsible legal team.
• Route completed packets for required legal review and approval before submission or dispatch, and document the handoff according to the established process.

Administrative Support and Quality

• Maintain clear, timely notes and task updates so the responsible team can identify completed work and pending items.
• Use approved templates and checklists and complete assigned work within the scope of the administrative position being covered.
• Support calendar updates, meeting preparation, supply organization, and opening and closing checklists when assigned.
• Report workflow issues, document discrepancies, equipment problems, supply shortages, and risks affecting service quality or deadlines.
• Protect confidential client, case, and firm information and follow established access and document-handling procedures.
• Perform other related administrative duties consistent with training and the position’s authorized scope.

MINIMUM QUALIFICATIONS

• Minimum of two years of professional work experience; experience in office administration, reception, records, mail processing, or customer service is preferred.
• High school diploma or equivalent.
• Bilingual in English and Spanish, with the ability to read, write, and speak both languages proficiently.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office 365 and the ability to learn internal software, databases, and digital systems.
• Ability to adapt to different administrative responsibilities, service workflows, and changing operational priorities.
• Willingness to train in and provide coverage for Records, Mail, Front Desk, Link, Administrative Support, and Client Experience.
• Ability to learn new tasks quickly, follow instructions, and apply established procedures consistently.
• Strong time-management and problem-solving skills, with the ability to prioritize multiple assignments and meet deadlines.
• Professional communication and interpersonal skills, with a collaborative, service-oriented attitude.
• Ability to handle confidential and sensitive information with integrity and discretion.
• Dependable, proactive, flexible, and comfortable working in a fast-paced environment.
• Ability to work independently when appropriate while seeking guidance when needed.
• A positive attitude and a commitment to teamwork, accountability, and the firm's mission.

IMPORTANT ROLE EXPECTATIONS

Candidates should understand the nature of this position before applying.

• Administrative Department assignment: This position provides coverage across Records, Mail, Front Desk, Link, Administrative Support, and Client Experience.
• Flexibility: Daily assignments may change based on staff absences, workload, deadlines, and operational priorities.
• Adaptability: The employee must learn the workflows and responsibilities of the administrative positions being covered and seek guidance when needed.
• Teamwork: The role requires coordination with administrative supervisors, office staff, and legal teams receiving administrative support.
• Operational continuity: Each assignment must include clear documentation, timely follow-up, and a complete handoff of outstanding work.

This is an administrative coverage role. Link assignments include physical packet assembly and document handling according to approved instructions. All work must follow the training, supervision, review, and approval required for the covered position. Legal questions, legal advice, case strategy, and final legal approval remain with the responsible legal team and attorney.

WHAT SUCCESS LOOKS LIKE

In this role, success means:

• Records, Mail, Front Desk, Link, Administrative Support, and Client Experience receive reliable coverage when needed.
• Assigned tasks are completed accurately, efficiently, and within established deadlines.
• The employee transitions between assignments with clear handoffs and accurate documentation of pending work.
• Records and packets are complete, organized, assigned to the correct matter, and routed for required review or delivery.
• Administrative procedures, service standards, communication protocols, and confidentiality requirements are consistently followed.
• Supervisors are kept informed of progress, challenges, and issues requiring attention.
• The employee learns covered administrative workflows and completes assignments within the required training and supervision.
• The administrative team can rely on the employee to maintain service continuity during staff absences and periods of increased workload.
• Client requests, mail tracking, document transfers, and pending tasks are documented so the responsible team can follow through.

WHO THRIVES AT CLG?

• Flexible, dependable, and comfortable taking on different assignments.
• Organized, detail-oriented, and committed to accuracy.
• Bilingual and comfortable communicating with diverse communities.
• Proactive, accountable, and capable of managing competing priorities.
• Willing to learn records systems, mail workflows, reception procedures, client service protocols, and packet preparation requirements.
• Professional, friendly, and service-focused.
• Comfortable working with confidential information.
• Collaborative and willing to cover different administrative functions based on operational needs.
• Positive, adaptable, and committed to continuous improvement.

JOIN OUR TEAM

At Community Law Group, we believe every individual deserves to be treated with dignity, respect, and professionalism. Our administrative team supports that commitment through organized operations, careful document handling, clear communication, and dependable follow-through.