Office Assistant Jobs

Inspera LLC, a leading legal services provider, is seeking an Office Assistant to join our team. As an Office Assistant, you will play a critical role in ensuring seamless operations within the office. You will work closely with office staff and management to provide administrative support, manage front desk operations, and maintain office efficiency. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication and interpersonal skills.

This is a full-time position with regular office hours (8:30 AM - 5:00 PM). The position is 100% in-person at our office just off Carrier Circle. The position starts at $18.00 per hour, with an automatic increase to $20.00 per hour following successful completion of a 90-day probationary period.

Responsibilities

• Manage office equipment and coordinate maintenance/service requests
• Help plan and coordinate office events, including staff meetings and social activities
• Monitor/stock office supplies
• Greet clients in a warm and professional manner
• Organize and maintain physical and electronic files
• Make travel arrangements as needed
• Answer client inquiries by phone and email
• Provide general administrative support to paralegals and attorneys, such as scheduling, filing, data entry, note taking and drafting letters
• Other office related duties as assigned
• Manage incoming/outgoing mail including frequent trips to the local post office

Requirements

• Ability to work independently and manage multiple tasks simultaneously
• Proficient in Microsoft Office Suite and experience with office equipment and systems
• 1+ years of relevant experience. Legal office experience preferred but not required
• At least 18 years of age
• Valid NYS Driver's License
• High school diploma or equivalent
• Strong organizational and time management skills
• Exceptional attention to detail and committed to maintaining office organization and efficiency
• Excellent communication and interpersonal skills
• Must possess or obtain NYS Notary Public Commission within 6 months of hiring

Qualifications

• Planning/Organizing skills - able to prioritize work activities, use time efficiently and work through large projects in a self-motivated manner
• Written Communication - able to communicate effectively in all written work, utilizing proper grammar, spelling, and punctuation
• Computer knowledge - computer proficiency, which includes knowledge of word processing and spreadsheet software; strong knowledge of electronic communication systems; able to navigate internet competently
• Oral Communication - able to speak clearly and effectively in positive or negative situations to customers and employees
• Travel - Occasional local and overnight travel required, including interstate travel by air
• Math ability - able to perform basic math operations; able to apply concepts such as fractions, percentages, and rations and apply them to work related situations
• Interpersonal skills - able to interact with co-workers and customers in a courteous, professional and effective manner
• Problem solving skills - able to identify and resolve problems in a timely manner, gather and analyze information skillfully; able to apply independent judgement on regular basis in making decisions
• Adaptability - able to adapt to changes in the work environment, manage competing demands and able to deal with frequent change, delays or unexpected events
• Time Management - able to use time effectively in an unsupervised fashion, pursuing other activities when regular duties have reduced volume; able to complete projects in a timely manner

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Benefits

Our employees enjoy the following benefits:

• Aflac Supplemental Insurance
• 401(k) Retirement Plan with Company Match
• Paid Holidays
• Generous Paid Time Off (PTO) Policy
• Health, Dental, Vision, and Life Insurance Options