Job Type: Full-time or Part-Time

 

Location: Center City of Philadelphia, PA

 

Educational Requirements

High School Diploma or GED Diploma is required in a field. Proficiently bilingual in Mandarin and English to undertake a variety of administrative tasks.

 

Experience Requirements

• Proficient in English and Mandarin.

• Communication skills with clients and staff.

• Patient with clients.

• Organizational skills.

• Keeping everything in the office confidential by keeping client/legal firm information confidential.

• Flexible to aid staff.

 

Software and Systems Requirements

• Expertise in Microsoft Office applications and adobe. 

 

Job Duties

• Client Relations

  • Welcomes guests and clients by greeting them in person or on the telephone;

  • Answering or directing inquiries.

  • Maintains client confidence by keeping client/legal firm information confidential.

  • Keep client calm and confident.

  • Translate.

  • Informing client in advance of appointments, meetings, hearings, interviews, notices, documentations and more.

  • Providing fees and document lists for cases to clients.

  • Keep front desk organize as it is the first appearance the client sees when greeting.

• Answer Telephones

  • Answer the phone, take messages or refer calls to appropriate staff member.

  • Receive and relay telephone messages and voicemails.

  • Returning all missed calls.

  • Keep track of client’s inquiries.

  • Keep track of client’s updated contacts and addresses.

• Maintain Calendar and Plan Meetings

  • Schedule appointments and update event calendars.

  • Arrange meetings and coordinate conference room schedules.

  • Assemble files for meeting, hearings, and scheduled appointments.

  • Maintain schedules and calendars.

  • Arrange and confirm appointments a day in advance.

  • Remind staff of deadlines and important tasks needed to be reminded of.

• Handle Mails

  • Incoming and outgoing mail and faxes.

  • Open, review, sort and distribute the mail to the appropriate recipients.

  • Scan incoming mails on a daily.

  • Prepare correspondence, letters, notifications of mail into envelopes.

• Prepare and Edit Documents

  • As the last person to see documents before they are sent, the Secretary reviews outgoing correspondence for grammar, correctness and completeness, and insures that appropriate material is attached.

  • Translate, transcribe, and proofread legal documents.

  • Produces information by transcribing, formatting, inputting, editing, retrieving, tabbing, copying, and transmitting text, data, and graphics; coordinating case preparations.

  • Handle information requests and monitoring evidence gathering for cases.

  • Data entry of forms and documents.

  • Drafting cover letter.

  • Organizing outgoing cases.

  • Physically filing appeal, deeds, briefs, permits, applications, cases, or legal documents at specific departments in Philadelphia.

• Maintain Databases and Filing Systems

  • Organize all active and inactive cases/files.

  • Electronically scan all inactive and active cases/files.

  • Organize files and prepare files for hearings, meetings, interviews, outgoing cases/petitions.

  • Recording and monitoring dates for court appearance, pleadings, interviews, and filing requirements.

  • Maintain hard copy and electronic filing system.

  • Perform administrative tasks, including filing, printing, copying, faxing, and mailing.

  • Maintain legal forms, applications, appeals, required documentations, materials and more up-to-date and latest version.

• Maintain Inventory

  • Maintains office supplies by checking stocks.

  • Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs.