Administrative Specialist

The Law Offices of Richard Franzblau LLC is seeking a highly organized, detail-oriented, and proactive Administrative Specialist to support the daily operations of the firm. This position plays a critical role in ensuring the office runs efficiently, professionally, and in compliance with legal and ethical standards. The Administrative Specialist serves as a central point of coordination for administrative, clerical, and operational tasks, supporting attorneys, paralegals, and clients alike.

The ideal candidate is dependable, discreet, and capable of managing multiple responsibilities in a fast-paced legal environment. This role requires excellent communication skills, strong organizational abilities, and a high degree of professionalism when handling confidential and sensitive legal information.

Key Responsibilities

Office Administration and Operations

• Manage day-to-day administrative operations of the law office to ensure efficiency and organization.
• Maintain orderly office systems, including physical and electronic filing systems, in accordance with legal and ethical requirements.
• Monitor office supplies, equipment, and vendor relationships; place orders and coordinate maintenance as needed.
• Assist with scheduling, calendar management, and coordination of meetings, consultations, and court-related deadlines.
• Support the implementation and maintenance of office procedures, policies, and best practices.

Legal Administrative Support

• Assist attorneys with administrative aspects of case management, including organizing case files, correspondence, and supporting documentation.
• Prepare, format, proofread, and finalize legal documents, letters, pleadings, and other materials as directed.
• Ensure documents are properly labeled, stored, and retrieved in compliance with firm standards and confidentiality rules.
• Track deadlines, appointments, and follow-up tasks to support timely case progression.
• Coordinate document delivery, filing, and service with courts, clients, and third parties when required.

Client Interaction and Communication

• Serve as a professional and courteous first point of contact for clients, potential clients, and visitors, both in person and via phone or email.
• Schedule client appointments and consultations, ensuring accurate intake of preliminary information when appropriate.
• Communicate clearly and professionally with clients regarding scheduling, document requests, and general administrative matters.
• Maintain a high level of discretion and sensitivity when interacting with clients regarding legal matters.
• Assist with client correspondence and follow-ups as directed by attorneys.

Records, Data, and Confidentiality Management

• Maintain accurate and up-to-date client and case records in the firm's systems.
• Ensure strict confidentiality of all client information, case details, and firm data.
• Support compliance with record retention policies and legal requirements.
• Assist with data entry, database maintenance, and reporting as needed.
• Identify and report discrepancies or issues related to records or documentation.

Financial and Billing Support

• Provide administrative assistance related to billing, invoicing, and expense tracking, as assigned.
• Assist with processing payments, maintaining billing records, and coordinating with accounting or external service providers.
• Track administrative expenses and support basic financial reporting.
• Ensure accuracy and timeliness of financial documentation within assigned responsibilities.

Technology and Systems Support

• Utilize legal and office software systems efficiently, including document management, scheduling, and communication tools.
• Assist attorneys and staff with basic troubleshooting or coordination with IT support when needed.
• Support the transition to new systems, software, or workflows as the firm evolves.
• Maintain organized digital files and ensure data integrity across platforms.

General Support and Special Projects

• Provide administrative support for special projects, firm initiatives, or case-related tasks as assigned.
• Assist with onboarding support for new staff or contractors, as needed.
• Support firm marketing or outreach efforts through administrative coordination, if requested.
• Perform other administrative duties consistent with the role to support the success of the firm.

Required Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Prior experience in an administrative, office support, or legal environment strongly preferred.
• Demonstrated proficiency in standard office software (e.g., word processing, spreadsheets, email, calendaring).
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• High level of attention to detail and accuracy.
• Proven ability to handle confidential and sensitive information with discretion.
• Professional demeanor and client-focused mindset.

Preferred Qualifications

• Previous experience working in a law firm or legal setting.
• Familiarity with legal terminology, court procedures, or case management systems.
• Experience supporting billing, invoicing, or financial administration in a professional services environment.
• Ability to work independently while also functioning effectively as part of a team.
• Strong problem-solving skills and adaptability in a dynamic office setting.

Skills and Competencies

• Organization and time management
• Professional communication and interpersonal skills
• Confidentiality and ethical judgment
• Attention to detail and quality control
• Adaptability and willingness to learn
• Dependability and accountability
• Customer service and client relations

Work Environment and Expectations

The Administrative Specialist works in a professional law office environment and may interact daily with attorneys, staff, clients, and external partners. The role requires consistent attendance, reliability, and the ability to handle routine office tasks as well as occasional urgent matters. The position may involve sitting for extended periods, working at a computer, and occasional lifting of files or office supplies.

Why Join The Law Offices of Richard Franzblau LLC

The Law Offices of Richard Franzblau LLC is committed to providing high-quality legal services while maintaining a professional, respectful, and collaborative workplace. The Administrative Specialist is a valued member of the firm, contributing directly to its efficiency, reputation, and client experience. This role offers an opportunity to build administrative expertise within the legal field while supporting meaningful legal work.

Job Types: Full-time, Part-time

Pay: $ $26.91 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Flexible spending