Legal Administrative Assistant Job at Robert Half in Rochester

Our client, a small law firm, is looking for a Legal Administrative Assistant to join their firm in Rochester, New York. Your contributions will play a vital role in ensuring the smooth operation of legal processes and client services within business law, estate planning, Medicaid planning, and real estate practice areas.

Location: Rochester, NY

Role: Legal Administrative Assistant

Salary: $53,000 - $65,000 (depending on experience)

Schedule: Hybrid (4 days in office, Fridays remote)

Hours: Flexible (Can be 9-5, 7-3, 8-4, etc.)

Responsibilities:

• Draft, proofread, and format legal documents (wills, trusts, powers of attorney, business formation docs, real estate contracts, deeds, etc.)
• Communicate professionally with clients.
• Maintain organized client files (physical and digital) and ensure compliance with firm protocols
• Assist with client intake, case tracking, and follow-up communications
• Assist with real estate closings, prepare closing documentation, and liaise with title companies
• Assist with Medicaid application preparation and documentation gathering
• Maintain accurate timekeeping records for attorney billable hours
• Generate and send client invoices; assist with billing cycle and accounts receivable follow-up
• Perform basic bookkeeping functions, including recording expenses, reconciling accounts, and tracking trust account activity
• Support calendar management, including appointments, deadlines, and court dates
• Assist with legal research and case file organization as needed

Requirements:

• Minimum of 7 years of experience as a legal admin assistant, legal assistant or paralegal
• Strong administrative and organizational skills with attention to detail
• Proficiency with Microsoft Office (Word, Excel, Outlook); experience with billing and practice management software (e.g., Clio, Timeslips, QuickBooks, etc.) strongly preferred
• Ability to track attorney time, prepare invoices, and manage billing cycles independently
• Working knowledge of trust accounting, client funds, and legal billing best practices
• Excellent written and verbal communication skills
• Professionalism, discretion, and client-service mindset
• Ability to work independently and manage multiple tasks efficiently
• Proficiency in QuickBooks & Microsoft Office highly preferred