Job Description

Title: Office Assistant

Reports to: Office Manager

Job type: Full-time or part time (6 to 7 hours a day), Hybrid schedule preferred [At least one day a week in the office (Tuesday mornings) to perform administrative tasks], remote option with occasional in-office time could be a possibility for the right candidate.

FSLA status: Non-exempt

Summary: We are looking for a bright, detail-oriented and motivated Office Assistant with a can-do attitude and the ability to manage multiple competing priorities in a fast-paced and changing environment.

About Us: The Law Offices of Omar Figueroa is a Northern California boutique law firm with a main office located in Sebastopol, California, in a beautiful space surrounded by trees and fountains. This role has its dedicated spacious office overlooking the gardens. The team is comprised of passionate and dedicated professionals with a collaborative and supportive work culture. For more information, please visit omarfigueroa.com.

Position Description: The Office Assistant is responsible for supporting smooth business operations and helping to improve company procedures. Responsibilities include: answering phone calls and emails, screening potential clients, coordinating calendars across multiple time zones and scheduling meetings, preparing fee agreements and disengagement letters for review, processing and following up on client payments and other bookkeeping tasks, assistance with accounting, coordinating travel arrangements, and general office maintenance. The ideal candidate will be sharp, customer-service-oriented and highly organized.

Responsibilities:

Answer phone calls and respond to emails (we use LEX Reception to handle overflow calls).
Act as the point of contact among law office staff, clients, and others.
Coordinate calendars and appointments for law office staff, across multiple time zones.
Manage and update client and case details in MyCase case management software.
Friendly and professional communication with clients addressing specific needs.
Perform accounts receivable functions, including invoicing clients and requesting funds as well as following up with past due accounts.
Keeping track of specific client trust account balances.
Perform limited accounts payable functions, including paying vendor invoices, monitoring accounts, and keeping track of any expenses paid.
Generate weekly and monthly financial reports for management.
Perform accounting functions, including categorizing expenses to correct general ledger accounts, trust accounting, and assistance reconciling accounts in MyCase Accounting.
Limited general data entry in QuickBooks Online.
Prepare documents to mail and send out the same day (knowledge of certified mail, return receipts, priority mail).
Follow conflict screening procedures when evaluating prospective clients.
Manage and update staff profiles for speaking events.
Help facilitate all company travel.
Provide clerical and administrative support to management as requested.
Light office organizing, including but not limited to: monitoring and maintaining office supplies, maintaining office filing and storage systems, organizing mail.
Local travel for errands is required. Need a valid driver’s license, proof of insurance, and vehicle in good working condition.
Ensure client satisfaction: Tasks might be added or changed based on the demands of clients.

Qualifications:

Preferred two years previous experience in an office environment.
Work experience as an Administrative Assistant, Personal Assistant, or similar role preferred.
Excellent interpersonal communication and organization skills.
Attention to detail and thoroughness is a must.
Outstanding organizational and time management skills.
Flexibility and adapting to new/changing situations is a must.
Proficiency using Mac computer systems.
At least one year of law office experience is preferred, but not required.
Knowledge of the cannabis industry and culture is preferred, but not required.
Familiarity with Google Docs, Microsoft Office, and Gmail platforms.
Experience with QuickBooks (preferably QuickBooks online) preferred.
Experience with law firm trust accounting, preferred but not required.
Knowledge of accounting and categorizing expenses to general ledger accounts.
Familiarity with web design is preferred, but not required.
Experience with legal case management software MyCase is preferred, but not required.

Interested applicants should submit their resume and a customized cover letter to info@omarfigueroa.com.

Hours: Monday through Friday, 6-8 hours daily during regular working hours for a range of 30-40 hours per week, with half an hour to an hour for lunch. Some schedule flexibility could be available for the right candidate.

Physical requirements: Candidates will be required to sit at a desk and/or stand at a desk for long periods of time. Typing, lifting, walking, reaching and pulling are part of the job and are required.

Compensation and Benefits: Hourly wage based on experience. We provide an optional benefits package after a waiting period, including health insurance and 401K.

The Law Offices of Omar Figueroa ("LOOF") is committed to the principles of nondiscrimination and equal opportunity in employment and in the delivery of services. LOOF is an equal opportunity employer and does not discriminate in employment practices based on race, color, religious creed, national origin, age, sex (includes sexual harassment), pregnancy (childbirth or related medical conditions), marital status, sexual orientation (heterosexuality, homosexuality, bisexuality, or any other sexual orientation), medical condition (cancer and genetic characteristics), mental or physical disability (includes HIV and AIDS), political affiliation/opinion, veteran status, or request for family leave. LOOF is committed to ensuring that the work environment of its employees is free from discrimination, harassment, and retaliation.

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Office Assistant