R.L. Barclay & Associates
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Legal Office Assistant (55072)
Houston, TX
IDj-55072Posted 10/7/2024

Our client, a Houston area law firm, has a great opportunity for an experienced Legal Office Assistant to join their team on a direct hire/full time basis.  The File Clerk/ Office Assistant is responsible for day-to-day support for the Firm. This person is also responsible for maintaining complex files in accordance with clients Records Retention Policies, in addition to maintaining the quality and appearance of the office. This is a hybrid position. Once training is completed the firm offers 2 remote days per week. 

Duties include, but are not limited to:

  • Filing/File Room. Creates new files, file code documents and places documents in corresponding folders. Organizes and maintains onsite legal documents. Maintains file room and work room. Gathers, organizes and moves legal documents offsite. Gathers files needed to be archived. Indexes and coordinates moving archived files offsite.
  • General Office Organization and Maintenance. Responsible for keeping an office supply inventory and orders as needed. Organizes the conference room for meetings and ensures refreshments and food are provided as needed. Responsible for maintaining various Client logs which include copies, postage, etc. for monthly billing. Responsible for scheduling maintenance of office equipment as needed. Provides backup to the Receptionist in maintaining the general cleanliness of common office space (kitchen, conference rooms, etc).
  •  Assistance to staff: Posts agendas and other notices and records real estate documents in the real property records, as directed, if legal staff is not otherwise available to do. Edits certain client documents, as directed.
  • Timekeeping.  Enters time and/or expenses to the Firm’s time and billing software.
  • Mail and Hand Deliveries. Gathers, organizes and distributes incoming and outgoing mail. Responsible for replenishing postage meter with funds and ordering necessary postage supplies. Gathers and distributes hand deliveries (Federal Express, UPS, courier, etc.).
  • Kitchen. Responsible for keeping an inventory of breakroom supplies, as needed and for maintaining the office breakroom, including but not limited to, making coffee and tea, starting the dishwasher nightly and unloading the dishwasher the next morning, restocking items daily (sodas, utensils, etc.)
  • Relieves the Receptionist as needed for lunch, breaks, vacation, etc.
  • Participates in special projects and other duties as needed.
  • Takes direction from Members, Attorneys, Office Administrator, Paralegals or Legal Assistants to coordinate activities and resolve business issues in a timely fashion.

Requirements: 

  • At least one (1) year of professional experience in a similar capacity.
  • Ability to operate a multi-line phone system.
  • Must have knowledge of office administrative procedures and the use and operation of standard office equipment.
  • Organized and detail-oriented with the ability to work on multiple assignments simultaneously.
  • Proficient with Windows based software, including MS Word, Excel, PowerPoint and other general applications, such as PCLaw, Practice Master and Worldox.
  • Excellent verbal and written communication skills required.
  • Professional appearance and telephone manner is essential.
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