Office Assistant

Company Overview

Madden & Associates LLP is a dynamic and supportive LegalShield provider firm based in Rocklin, CA. We pride ourselves on delivering exceptional legal services and customer support in a fast-paced environment.

Position Summary

The Office Assistant provides comprehensive administrative support and serves as a versatile backup for multiple functions within the organization. This role ensures continuity and efficiency by assisting in areas such as call center, document filing (including saving documents received via email and mail), managing correspondence, assigning cases to attorneys, supporting recruiting activities, and processing referrals. The Office Assistant helps maintain smooth workflows across departments, offering flexibility and reliability to meet organizational needs.

Key Responsibilities

• Call Center Support: Answer incoming calls to gather details relevant to the members legal needs, route calls appropriately and maintain professionalism and phone etiquette during all interactions.
• Recruiting Support: Research attorney information and verify credentials, contact potential candidates, present offers and explain opportunities. Schedule interviews for interested candidates, process applications and maintain accurate records of all recruiting activities.
• Correspondence Management: Draft, review, and distribute internal and external communications, ensuring accuracy and professionalism.
• Serve as Backup Across Departments: Provide support for various office functions, including case management, referrals, and document filing.
• Referral Support: Handle incoming referrals using the company’s database, verify information and ensure timely follow-up.
• Document Filing: Organize and save documents received via email and physical mail into the appropriate digital or physical filing systems.
• Case Management Assistance: Assign cases to attorneys promptly and accurately, maintaining up to date case tracking.

Requirements

• Education: High school diploma or equivalent.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Ability to learn and use case management and recruiting systems.
• Communication Skills: Strong verbal and written communication skills for interacting with members, attorneys, and candidates. Professional phone etiquette and ability to present offers clearly and persuasively.
• Organizational Skills: Excellent attention to detail for document filing and case assignment. Ability to manage multiple tasks and prioritize effectively.
• Interpersonal Skills: Ability to work collaboratively across departments and adapt to changing priorities. Strong customer service orientation.
• Problem Solving: Resourceful in researching attorney information and handling inquiries. Ability to resolve scheduling conflicts and maintain accurate records.
• Confidentiality: Maintain discretion and confidentiality when handling sensitive information.

If you're ready to make a difference in the lives of our members while working in a supportive team environment, apply today to join Madden & Associates LLP as our next Office Assistant.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance
• Work Location: In person