Administrative Assistant in Rochester, New York at Faraci Lange, LLP

Faraci Lange, LLP is seeking a dependable, organized, and professional Administrative Support Specialist to assist with the firm’s day-to-day administrative, client intake, marketing, accounting, and case-support functions. This position is ideal for someone who enjoys variety, works well in a fast-paced professional environment, and is comfortable handling both routine responsibilities and changing priorities. Perfect for an entry-level applicant.

Primary Responsibilities

· This person will be seated at the reception desk and will be responsible for answering the door and seating clients and other guests in the conference rooms.

· Help to keep track of and put away office supplies

· Answer and direct incoming telephone calls in a professional and courteous manner.

· Speak with potential new clients, gather preliminary information, enter intake details into the firm’s case-management system, and route inquiries for attorney review.

· Receive, scan, organize, and distribute incoming mail and other correspondence.

· Assist with the firm’s marketing activities, including drafting and scheduling social media content, coordinating sponsorships and events, maintaining marketing materials, and supporting other promotional initiatives.

· Provide general accounting assistance, which may include processing invoices and entering transactions

· Request medical records and billing information from healthcare providers and follow up on outstanding requests.

· Maintain accurate electronic and physical files.

· Assist with data entry, document preparation, copying, scanning, and other general administrative projects.

· Provide backup support to other administrative staff as needed.

· Handle confidential client, personnel, and financial information with discretion.

· Perform other duties and special projects as assigned.

Qualifications

· Prior administrative or office experience preferred; experience in a law firm, medical office, or other professional-services environment is a plus. As this is an entry-level position do not expect this from applicants.

· Strong organizational skills and attention to detail.

· Professional and compassionate telephone manner, particularly when speaking with individuals who may be injured or experiencing difficult circumstances.

· Strong written and verbal communication skills.

· Ability to manage multiple responsibilities, prioritize assignments, and follow through on outstanding tasks.

· Comfortable learning and using new technology and software.

· Proficiency with Microsoft Office, including Outlook, Word, and Excel.

· Familiarity with social media platforms such as Facebook, Instagram, TikTok, YouTube and LinkedIn is preferred.

· Basic bookkeeping or accounting experience is helpful but not required.

· Ability to work both independently and collaboratively as part of a team.

· Sound judgment and a commitment to maintaining confidentiality.

· Ability to work on premises 4-5 days / week