Careers

Administrative Assistant - Job Description

Our legal practice is seeking to hire an Administrative Assistant to join our boutique special education law firm.  The role of the Administrative Assistant is to support our legal team by providing administrative support to all team members while assisting with client service, case work, maintaining calendars, case management, and other office systems so that other team members can focus their time on higher-level legal matters.  

The Administrative Assistant must demonstrate excellent communication skills and possess the ability to manage various projects at once in a fast-paced environment.  

Education & Experience
  • Requires a high school diploma plus 10+ years of experience, or advanced training at a college or university plus 1 year of experience working in an office setting performing administrative duties.

  • Technical skills including experience with Office 365 – Outlook, Word, Excel, PowerPoint.

  • Excellent grammar, spelling, typing, and proofreading skills. 

  • Proven client/customer service abilities. 

Compensation
  • Salary ranging from $25,000-45,000 commensurate with skills and experience.

  • Generous benefits and incentives provided.

About Our Firm

We are also seeking candidates who are the right fit for our office culture.  Candidates must be passionate about helping children with special needs, about collaborating with team members to fulfill a mission that is bigger than ourselves, about achieving professional and personal growth, and about building our law firm so that we can reach as many families as possible.  

Our team members operate as a "work family" because that is exactly what we are.  We care about getting to know each other, learning about each other’s interests, celebrating happy occasions, growing together professionally and personally, and helping each other feel supported through difficult times.  We care deeply about what our clients are going through and we go overboard to keep clients informed.  

Our Firm is a place where everyone’s ideas are heard.  We are constantly looking to improve the way we operate and suggestions for innovations and improvements are always welcome.  Our Firm encourages a warm, pleasant, and sociable atmosphere, and values open and honest interpersonal communication, differences of opinion, creativity, respect for others, and trust and support.  

Essential Duties & Responsibilities

Client-Focused Tasks

  • Draft documents and correspondence, at the direction of an Attorney.

    • Complete templated forms or basic documentation for Attorneys to review and approve.

    • Proofread all work prepared prior to submitting to Paralegals or Attorneys.

  • Communicate with clients via email, phone, or in person.          

    • Call Clients to follow up regarding missing documents or information, or to relay information on behalf of the Paralegals and/or Attorneys.

  • Calendar deadlines, meetings, calls, and reminders.

  • Interact with the courts and administrative agencies, at the Paralegals’ direction, regarding hearings, motions and other appearances, and administrative and scheduling issues.
     

Staff-Focused Tasks

  • Maintain staff’s calendars and the Firm Master Calendar, ensuring calendars are accurate and organized in a logical and efficient manner.

  • Retrieve voicemail and ensure that messages are taken and included in the firm’s client electronic files, responded to if appropriate, return calls scheduled if needed.

  • Manage the mail for the office.

  • Prepare and send legal correspondence as directed by Attorneys or Paralegals, with appropriate supervision.

  • Organize the attorneys’ files, keeping paperwork and electronic filing updated.

  • Ensure Attorneys and Paralegals have all the relevant materials needed for meetings or court hearings, including following up with parents, schools, providers, etc. for document gathering. 

  • Review staff members’ time entries daily and assist with recording proper time records, as per office protocols.

  • Complete miscellaneous tasks assigned by other staff members.

  • Serve as backup to other administrative positions when they are out of the office or in need of extra support.

  • Produce weekly reports and participate in monthly check-ins, as determined by Attorneys.
     

Administrative Tasks 

  • Assist with setting up and managing new client and firm files, at the direction of the Office Administrator. 

  • Update records in our firm’s Case Management System (CMS).

  • Prepare retainer agreements and follow up to ensure that retainer agreements have been signed and initial payments have been made. 

  • Assist with preparing and sending legal fees invoices and case summary reports when requested by client or school district; answer questions about billing.

  • Copy, scan, and file records. 

  • Assist with documenting policies and procedures for your areas of responsibility.  

  • File documents electronically and maintain an organized filing system.

  • Pick up and distribute mail.

Desired Characteristics

•    Punctuality 
•    Flexibility 
•    Professionalism 
•    Attention to detail 
•    Organization  
•    Diligence 
•    Technical proficiency 
•    Efficiency 
•    Innovation 
 

How to Apply

Interested applicants should email their cover letters and resumes in PDF format only to hiring@dayanlawfirm.com, and CC office@dayanlawfirm.com and adayan@dayanlawfirm.com.  

The subject line of your email must be in the following format “Last Name, First Name – Candidate for Administrative Assistant Position.”  

 

Your cover letter must address the following points:

(1) Why are you interested in special education law;

(2) What skills do you possess that would make you an asset to our firm;

(3) What about your personality, attitude, and disposition do you believe makes you the right fit for our office culture;

(4) What is an example of when you were part of something bigger than yourself.  

 

Resumes must not exceed one page.  Font must be Times New Roman, 12 point.    

©Law Offices of Adam Dayan, PLLC

222 Broadway, 19th Floor
New York, New York 10038
Phone: (646) 866-7157
Fax: (646) 866-7541
Email: info@dayanlawfirm.com

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