Legal Administrative Assistant

About the Job

The Law Office of Dianna M. Sudia Smith, LLC. has an opening for a full-time, experienced legal administrative assistant to work directly with the lead attorney and other attorneys in the practice.

Applicants should send a cover letter, resume, and a list of references by email to [email protected], or by US mail to P.O. box 6392, Akron, OH 44312.  This position is open until filled.

Position Description

The secretary is expected to work collaboratively to complete work and meet deadlines. The secretary is responsible for delivering a high level of quality and service to the timekeepers and ultimately the Firm’s clients. This person is a contributing team member, proactive in balancing multiple work demands, taking responsibility for the quality and timeliness of his/her work product, and maintaining client and Firm confidentiality. The secretary maintains a professional focus and demeanor and conducts himself/herself in a service-oriented manner. This person is optimistic, self-assured, confident of his/her skills and abilities and seeks to maximize individual and share contributions and minimize disruption to the workday.

Essential Duties and Responsibilities

  • Creates, edits, formats and proofreads documents, correspondence, spreadsheets, timesheets, presentations, and reports.
  • Copying and filing.
  • Prepares documents for discovery, and e-filing
  • Promptly responds to client and colleague requests via written, verbal, or electronic communication.
  • Effectively, efficiently, and thoroughly manages work and information requests, including document management.
  • Effectively works well with others in a team environment and is a strong team player.
  • Communicates effectively whether verbally or in writing.
  • Smoothly handles multiple demands, shifting priorities and rapid change.
  • Maintains electronic files in accordance with Firm guidelines.
  • Answers phone lines, takes and relays messages.
  • General file upkeep both paper and electronic.
  • Managing social media profiles.
  • Conference room and court scheduling.
  • Follow procedures for opening and closing client/matters.
  • Calendar upkeep, and assist team members in keeping track of scheduled events
  • Maintain contacts.
  • General administrative tasks.

Minimum Qualifications and Skills

A positive and professional demeanor when interacting with clients, visitors, and staff. Ability to complete tasks in a timely and accurate manner.

Familiarity with social media platforms and the ability to professionally manage office social media accounts.

Proficiency in word processing, and spreadsheet development. Excellent spelling and grammar; ability to proofread; ability to communicate in writing, by telephone, and in person in a courteous and professional manner at all times; detail oriented and accurate and efficient in typing; ability to work independently on assigned tasks and to accept direction on given assignments; able to work collaboratively with all levels of personnel within the professional legal environment. Must be a self-starter and forward thinker to anticipate attorney’s needs and a changing environment.

Related Training and Education Required

High school diploma or equivalent required. College education or Paralegal Certificate preferred. Prior relevant experience in a legal or other professional services environment is required.  Experience with administrative support in Business Law, Domestic Relations, Civil Litigation, and Bankruptcy is beneficial.  At least three (3) years of legal experience, preferably in a law firm, is preferred.

Other Job Demands Required (working conditions, travel, physical demands, personal contact, etc.)

The physical demands of this job described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee will need to regularly move around the office and occasionally stand to use copiers, scanners or other pieces of equipment for a protracted period of time; ability to sit for long periods of time and use hands to finger the keyboard; reach with hands and arms; stoop to file; lift file folders, expandable files, and boxes up to and including thirty pounds; ability to receive detailed information through oral, telephone and written communication. Employee is required to speak and hear; have close visual acuity to use a computer monitor. Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus.

This job description is not intended to describe in detail, the multitude of tasks that may be assigned, but rather to give the employee a general sense of the responsibilities and expectations of his/her position. As the nature of the business demands change, so to, may the essential duties of this position.

The Law Office of Dianna M. Sudia Smith, LLC is an Equal Opportunity Employer interested in qualified applicants without regard to race, color, religion, gender, gender identity, genetic information, marital status, sexual orientation, ancestry, age, national origin, citizenship status, veteran status, union affiliation, disability, or any other protected status under applicable law.

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