Case Clerk / Reception Support

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Department: General Office

Reports To:Office Administrator

FLSA: Non-Exempt

POSITION SUMMARY:

The Case Clerk / Relief Receptionist supports the Firm’s daily operations by maintaining client records and providing reception coverage. Under general supervision and in accordance with established policies and procedures, this role opens and maintains files, routes information, and organizes documents within the Firm’s document management system.

The position also receives and directs calls, welcomes clients and visitors, coordinates deliveries, and supports reception and conference room needs while maintaining confidentiality in all client and Firm matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Records & Document Management

• Open, organize, maintain, and secure assigned client files and records in accordance with Firm policies and procedures.
• Route incoming information and documents to the appropriate files and recipients.
• Scan, upload, profile, and file client and knowledge-based documents in the Firm’s document management system on behalf of practice groups.

Reception & Client Service

• Operate a multiline telephone console to receive, relay, and direct incoming, outgoing, and internal calls.
• Accurately receive, record, and communicate information from callers and visitors to attorneys and business professionals.
• Greet clients and visitors professionally, confirm appropriate clearance, and direct them to conference rooms or offices in accordance with Firm policies.
• Notify the supervisor of difficult or unusual reception situations.
• Receive, record, and route deliveries to the appropriate recipients.
• Assist clients and visitors with parking validation and maintain the parking log.

Office Coordination & Team Support

• Maintain a neat and professional lobby and reception area.
• Coordinate conference room service requests with Office Services personnel.
• Notify building maintenance of reception and conference room issues, including lighting and temperature concerns.
• Assist legal administrative assistants and other business professionals with projects as needed.
• Perform assigned duties with minimal supervision while protecting confidential client and Firm information.

QUALIFICATIONS:

• High school diploma or GED required; bachelor’s degree from an accredited college or university preferred.
• Minimum of 3 years of experience in a law firm or professional services office.
• Prior law firm experience preferred.
• Ability to operate a multiline telephone console and standard office equipment, including photocopiers and fax machines.
• Ability to type at least 40 words per minute.
• Aptitude for learning and using existing and new technologies that support legal records and document management.
• Excellent written and verbal communication skills, with the ability to interact professionally in person, by email, and by telephone.
• Strong interpersonal skills, including the ability to communicate with a diverse group of clients, attorneys, and business professionals with courtesy and tact.
• Ability to follow instructions, work independently, and prioritize assignments with minimal direct supervision.
• Ability to maintain confidentiality and exercise discretion in handling client and Firm information.

WORK CONDITIONS:

This position operates in a professional office environment with standard office equipment and little exposure to excessive noise or temperature variations.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, marital status, pregnancy, genetic information, or any other characteristic protected by law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.