Document Management Assistant Jobs in Arizona (NOW HIRING)

Green Evans-Schroeder is Arizona's largest and fastest growing immigration law firm. Our firm strives to provide the highest quality immigration and criminal defense services to our clients - and we have developed a top reputation for taking on challenging and complex cases where we deliver results. Our mission is to protect and advance the rights of the immigrant community. Teamwork. Respect. Courage. These are our core values, and they are responsible for our success.
We are looking for a passionate and talented Administrative Assistant to join our dynamic team. If you are looking for an opportunity to practice law with colleagues who, like you, enjoy the creative and intellectual challenges in this field, we invite you to be a pivotal part of our firm's success.
Role Overview:
The Administrative Assistant has two primary responsibilities. The first responsibility is to act as the manager of our centralized call center/answering services to ensure that all phone traffic is properly handled and routed to the appropriate law firm personnel. This function is performed by monitoring emails of call summaries throughout the day. The Administrative Assistant is also responsible for receiving incoming phone calls for the entire firm for existing clients who call our equivalent of the "front desk". The Administrative Assistant's second main responsibility is to manage the administrative needs of their respective office, which include but are not limited to greeting clients, accepting incoming mail, and documents delivered by clients, ensuring their respective office is tidy and organized, office supply maintenance, and preparing daily outgoing mail.
What You'll Do:
Client Relations:
Warmly greet clients upon arrival and handle inquiries, setting a positive and professional atmosphere.
Efficiently manage client phone queries and ensure they're directed to the right team member.
Mail and Document Management:
Handle and sort incoming mail, directing it to the appropriate team member promptly. Efficiently open and set up both digital and physical client files as required. Make necessary copies of client files while maintaining discretion and confidentiality. Maintain order and integrity of original client documents, ensuring secure storage and handling. Coordinate any outgoing legal documents, ensuring timely and accurate deliveries, especially for court filings.
Client Document Coordination:
Streamline and manage the process of client document drop-offs, ensuring paperwork is logged, stored, or passed on efficiently. Oversee the process of closing files in line with the firm's protocols.
Appointment and Schedule Management:
Assist the Intake Coordinator with new client appointments, manage changes and updates while optimizing attorney schedules. Communicate any changes in appointments or delays to both clients and staff.
Office Maintenance and Supplies:
Keep the reception area orderly, creating a professional and welcoming environment. Ensure essential office supplies are stocked and available, particularly at the front desk.
Team Collaboration & Support:
Work in tandem with the entire administrative team, aiding in seamless communication and operations.
Act as an alternate for the other Admin Assistant when needed.
Security and Confidentiality:
Monitor and control access to private areas of the office, ensuring only authorized personnel enter.
Maintain the highest level of client confidentiality, especially when handling sensitive documents or information.
General Administrative Duties:
Provide support with common administrative tasks such as faxing, data entry, and offering refreshments to clients. The role is structured to ensure the efficient and client-friendly operation of the firm's front end while supporting the broader administrative team.
Preferred Qualifications:
Bachelor's degree from an accredited institution
Spanish proficiency
Previous office administrative experience, especially in a legal setting
Exceptional organizational skills with multitasking abilities
Outstanding verbal and written communication skills
Familiarity with Microsoft Office Suite and other standard office software
Trustworthiness in handling confidential information
What We Offer:
Competitive salary and benefits package
A collegial and inclusive work environment
Opportunities for skill enhancement and career growth