Administrative Assistant/Receptionist

7 days ago

Kingston ON KK B, Canada Rorabeck Sowerby Theriault Full time $96,000 - $140,000 per year

Rorabeck Sowerby Theriault LLP is looking for a legal administrative assistant to join our dynamic and inclusive team. We are a busy seven lawyer firm practicing primarily family law. We prioritize work-life balance and there is no requirement to work beyond the regular workday.

We are a busy office, but we also offer many fringe benefits such as:

  • Regular lunches paid by the firm;
  • Paid sick days;
  • 40-hour work week with paid lunch hour;
  • Flexibility to attend appointments or children's events with no pay deduction; and
  • 3 weeks' paid vacation.

This is a permanent, full-time position that we would like to fill immediately. However, finding the right person is more important than the start date and we can be flexible in that regard. The hours of work are from Monday to Friday, 9:00 a.m. to 5:00 pm.

We are looking for someone with some office experience, preferably in a legal environment, but it is not essential. A diploma in Office Administration, Law Clerk or Legal Assistant is an asset, but we will also consider a combination of other skills, education and experience.

The salary will depend on experience and is negotiable, but the minimum pay for this position is $24.00 per hour.

We are located in Kingston and this position requires you to be in the office during work hours, although staff have the option to sometimes work remotely depending on office needs. If you are not based in Kingston or the immediate surrounding area, please do not apply unless you can demonstrate that you are moving here.

Your roles and responsibilities would include:

  • Greeting individuals as they arrive, which includes clients, lawyers, couriers, etc., taking information and providing appropriate direction.
  • Handling new client intakes
  • Completing conflict searches and arranging initial consultations
  • Ordering supplies and managing office inventory
  • Paying invoices
  • Managing the lawyers' work schedules
  • Accepting payments from clients and providing receipts.
  • Receive and sort mail and other deliveries
  • Daily use of Outlook, Microsoft Word and Soluno (ActionStep)
  • Use of office equipment, including fax machine, photocopier, scanner
  • Filing legal documents into the appropriate client folders.
  • Closing files as needed
  • Arranging to move closed files to storage
  • Operating a 5-line telephone switchboard to answer, screen and forward calls, providing information and taking messages.
  • Other tasks as assigned.

Required skills:

  • Personable.
  • Motivated.
  • Sensitive to confidentiality.
  • Ability to prioritize and multitask.
  • Ability to meet deadlines.
  • Time management.
  • Attention to detail.
  • Ability to handle difficult personalities.
  • Team player.

Assets:

  • Law Clerk/Legal Assistant Diploma (or equivalent)
  • Knowledge of the Family Law Rules (and/or Rules of Civil Procedure)
  • Familiarity with legal software, Family Law forms and Zoom
  • Experience in the areas of real estate and/or wills & estates.

Job Types: Full-time, Permanent

Pay: From $24.00 per hour

Benefits:

  • Company events
  • On-site parking
  • Paid time off

Ability to commute/relocate:

  • Kingston, ON K7K 2B5: reliably commute or plan to relocate before starting work (required)

Education:

  • Secondary School (preferred)

Work Location: In person

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