Secretary/Receptionist Beaver County

at  Neighborhood Legal Services

JOB SUMMARY:

The Secretary/Receptionist is the first physical point of contact for our organization when stationed at the front desk of our offices. This role is part of a rotation between reception and secretarial duties. The secretary provides administrative and secretarial support in their assigned area or department. As secretary this individual is accountable to provide operational and administrative support and conduct tasks and duties that include handling and receiving confidential information. The secretary will be part of the reception and intake team, answering incoming calls from potential clients and redirect them to appropriate resources. S/He will provide helpful, friendly and efficient assistance to all clients seeking legal assistance at all times. At the reception desk the incumbent will prepare files for clients, notifies the attorneys of client appointments, assists walk-ins with triage or/and determining if they need to see an attorney immediately. The conduct of this support person and the manner in which their duties are executed shall at all times be consistent with program policies as established by the NLS Board of Directors and the NLS Executive Director, including the obligation to maintain client confidentiality.

REQUIRED SKILLS/ABILITIES:

• Strong Interpersonal skills;
• Excellent customer-service skills and aptitude;
• Strong verbal and written communication skills with proficiency in spelling, punctuation, and grammar;
• Strong attention to detail;
• Ability to maintain confidentiality;
• Demonstrate Initiative and reliability;
• Excellent Computer literacy skills;
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent telephone skills, including the ability to deal with and handle difficult callers;
• Strong analytical and problem-solving skills;
• Ability to prioritize tasks with strong planning and organizational skills;
• Ability to function well in a high-paced and at times stressful environment;
• A team player working collaboratively with other staff members;
• Proficient with Microsoft Office Suite, Adobe Acrobat and/or related software;
• Willingness to become a Notary;

EDUCATION AND EXPERIENCE:

• High School Education or GED
• 2 years’ experience as a receptionist/secretary preferred
• Experience with Microsoft Suite including Microsoft Outlook; Adobe Acrobat
• Prior customer service experience is preferred;
• Proven experience of producing correspondence and documents
• Proven experience in managing information and communication

PHYSICAL REQUIREMENTS:

• There are times of prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up a minimum of 15 pounds at times.

• Greet all people coming into the Neighborhood Legal Services Office;
• Prepare files as necessary;
• Ensure that all clients coming into the building sign an attestation and scan it into the clients file;
• Assisting walk-ins with triage as necessary;
• Ensure that all messages, by telephone or via online intake, are responded to on a daily basis;
• Make referrals to outside organizations as needed;
• Receive, sort and deliver all mail;
• Maintain the reception areas and interview rooms, ensure they are in good order and sanitized between each use. This includes ensuring that the interview rooms have their necessary client forms and that the client brochure rack materials are neatly stocked.
• Scan and/or duplicate materials brought in by clients;
• Ensure that client files are properly opened and documented, including attestations into client files.
• Computer word processing/keyboarding; proofreading; electronic or manual filing of files, legal pleadings, letters, and other documents.
• Make and receive telephone calls and schedule appointments and meetings.
• Open, distribute, and send mail/emails.
• Act as receptionist or intake worker as required or assigned
• Take telephone messages for staff or answer inquires in their absence
• Make and monitor referrals to other appropriate agencies, organizations or Pro Bono partners;
• Maintain office supplies and adequate copies of resource materials/brochures
• Maintain the reception area. This includes ensuring that the interview rooms have the necessary client forms and that the client brochure rack materials in the office are neatly stocked.
• Scan and/or duplicate materials brought in by clients.
• Distribute all faxes correctly and in a timely manner;
• Execute computer word processing/keyboarding documents as directed by legal staff this includes proofreading; electronic or manual filing of files, legal pleadings, letters, and other documents;
• Enter prescreen calls in a timely manner;
• Assist intake department with calls and mailing out Materials to clients
• Ensure that client files are properly opened and documented, including attestations into client files;
• Perform all duties in a courteous manner and with attention to detail;
• Performing other tasks as needed and as directed by the appropriate supervisory personnel (tasks may vary from office to office);