Reporting directly to the firm’s Immigration Attorney and working under direct supervision, the incumbent is responsible for providing administrative and staff support within Wagner Law Group.
Organizes and manages case file system including creating, accurately updating and closing files on a daily basis;
Creates reports and periodic summaries, notifying appropriate Partner/attorney/paralegal of case developments, progress;
Reviews, drafts and prepares various legal and correspondence documents such as cover letters, applications, packages for interviews, petitions, responses to letters, etc. and assists with other administrative projects;
Manages attorney(s) calendars and provides timely reminders for all hearings, interviews, deadlines and appointments;
Operates telephone system by answering, screening and routing calls, providing information and taking messages;
Enters updates on cases in process utilizing case management system (INSZOOM);
Retrieves attorney voicemail messages, text messages and social media messages on a daily basis; notifies and routes to appropriate staff member(s);
Transmits information, messages or documents to clients and internal staff members, using computer, mail, or fax machine;
Collects, sorts, distributes and prepares mail, faxes, messages and courier deliveries as needed;
Makes copies of all required documents, correspondence and other printed material.
Schedules and confirms appointments for clients.
Operates office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications;
Assists in covering for Receptionist during lunch periods and Paid Time Off as requested;
Drafts Engagement Letters and ensures Office Procedures followed with regards to Conflict Checks.
Performs other duties as assigned.
To perform the job successfully, an individual should demonstrate the following competencies:
Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. This position is from 9AM to 6PM, Monday to Friday.
Customer Focus – Focuses on identifying and meeting internal/external client requirements and expectations; Manages difficult or sensitive client situations; Anticipates client needs and solicits client feedback to understand and improve service.
Effective Communication – Expresses ideas clearly and is easily understood by others ; Speaks and writes concisely; Listens and gets clarification and probes for underlying messages; Responds thoroughly to questions; Communicates effectively throughout organizational structure.
Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Quantity – Meets productivity standards; Completes work in a timely manner; Strives to increase productivity; Works quickly.
Adaptability/Flexibility – Adapts to change in work environment. Uses the best approach or method to resolve a situation; Manages competing demands; Able to deal with frequent change, delays, or unexpected events.
Excellence – Performs all activities in a manner consistent with the highest attainable standards; Able to deal with frequent change and applies most appropriate behavior to yield desired results; Looks for ways to improve and promote quality; Demonstrates accuracy, thoroughness, and timeliness; Applies feedback to improve performance
Ownership/Accountability – Takes ownership and accepts the responsibility and consequences of his/her own actions; Understands the inter-relationships of the different roles within the organization.
Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports firm’s goals and values
The ideal candidate will possess:
A high school diploma, with a minimum of one (1) to two (2) years of administrative experience within a law firm or interactive office setting. Combination of education and work experience will be considered.
Bachelor’s degree is preferred. Prior immigration law experience is not required.
Ability to answer numerous phone lines in a professional manner.
Ability to deal with the public effectively in person and over the telephone.
Excellent problem solving, verbal, and interpersonal skills.
Strong initiative and follow-through on responsibilities.
Good attention to detail and organizational skills.
Ability to work independently, as well as, in a team environment.
Demonstrated PC ability to include Microsoft Office products, especially Word and Excel. Additionally, should be Internet proficient.
Ability to type a minimum of 50 words per minute on PC, and possess strong English grammatical and spelling skills.
Must be bilingual (English and Portuguese, Spanish not required but very helpful).
In the course of daily work, the incumbent alternates physical activities such as sitting, bending, stooping and walking. Significant PC work requiring long periods of repetitive hand and arm motion required. Good visual acuity needed to view PC monitor for extended timeframes. The work environment may have extended working hours, time constraints and business deadlines, contributing to physical and mental stress on a regular basis. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Additional Salary Information: Salary commensurate with experience
Since 1996, The Wagner Law Group has provided a practical approach and sophisticated legal solutions while offering the personalized attention of a boutique law firm. Our practice areas include: ERISA and Employee Benefits, Employment, Labor and Human Resources, Welfare Benefits, Investment Management, Privacy and Security, Corporate, Tax, Estate Planning and Administration, Real Estate and Litiga...tion.
With 29 attorneys, seven of whom are AV rated by Martindale-Hubbell – a ranking which recognizes very high to preeminent legal abilities and ethical standards – we work with clients in more than 45 states and several foreign countries. We are proud to have one of the largest ERISA Law groups in the country, and we have law offices in Boston, Washington DC, Palm Beach Gardens, St. Louis, San Francisco and Tampa. The Wagner Law Group is certified as a woman-owned and operated business by the Women’s Business Enterprise National Council.