Entry-Level Office Assistant

Office Assistant

Established in 1989, Portnoff Law Associates, Ltd. is a law firm that limits its practice to the collection of unpaid real estate taxes and municipal utility fees. PLA now represents more than 200 municipal clients throughout Pennsylvania, with offices in King of Prussia, Allentown and Aliquippa.

PLA is looking for candidates who are driven by a personal desire to excel along with a sense of excitement to join a team that seeks to represent its municipal clients with distinction.

As an Office Assistant, you will have the opportunity to work and interact with team members at all levels of our firm. You will be required to work onsite and to help ensure a productive work environment through managing the proper distribution and processing of incoming mail, collating and mailing pleadings to various courthouses and operating standard mailroom equipment.

The ideal candidate is someone looking to start a career working for a law firm who possesses a strong attention to detail, works with a sense of urgency, is flexible and capable to effectively collaborate and work in a team environment.

Essential Responsibilities

• Open, sort, scan and/or distribute mail, emails and faxes.
• Update receipt of correspondence, returned mail, electronic payments and sheriff's returns of service in accordance with PLA policies and procedures.
• Operate mailroom and office equipment as needed; troubleshoot, solve and coordinate repairs as necessary.
• Conduct electronic filing of pleadings.
• In compliance with PLA policies and procedures, prepare files and documents for return to client and/or destruction.
• Keep track of office supplies and inform management when inventory is low.
• Share in the responsibility of conducting errands as needed or as directed.
• Share in the responsibility of keeping common areas including mailroom and kitchen clean and fully stocked.
• Ensure commercial and personal printers are stocked with paper; conduct preventive and on-going maintenance (i.e. change toner cartridges); troubleshoot and solve printing failures (i.e. jams); coordinate technical repairs.
• Attend and participate in staff meetings; make recommendations for improving workflow.
• Attendance at work is an essential function of this position.
• Other duties as assigned.

Essential Requirements

• High School Diploma or equivalency required
• One-three years of related office experience preferred
• Valid PA driver's license required and successful completion of employment background check, including credit reference checks
• Ability to work additional hours, including overtime on occasion, until work for day is complete
• Ability to organize and handle multiple priorities, remain flexible, complete projects on time
• Ability to work and relate with people at all levels, in and out of organization
• A willingness to learn new things and the demonstrated ability to implement/execute new skills quickly
• Proficient in Microsoft Office (Word, Excel, Outlook) and ability to learn and navigate internal software programs
• Dependable with strong work ethic and personal integrity
• Ability to learn and navigate Collection Partner (aka Hubbard) software

Compensation and Benefits

• Compensation: $16/hr
• Health Reimbursement Arrangement
• Dental and Vision Coverage
• 401(k) Retirement Investment Plan with Employer Match
• Paid Time Off & Holidays
• Section 125 Flexible Spending Account
• Portable Colonial Supplemental Insurance Options
• Employee Assistance Program
• Free Fitness Facility

Physical Demands/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 job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is regularly required to stand; walk and use hands and arms to operate general office equipment (PC, telephone, file cabinets, copier, postage meter, fax machine, and printer). The employee may occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.