Position: Receptionist/Legal Secretary

Firm: Rupp Pfalzgraf LLC

Location: Syracuse, NY

Position Type: Full-time, In Person

About Us: Rupp Pfalzgraf is a respected and growing Syracuse law firm dedicated to providing exceptional legal services in a professional, client-focused environment. Our team values attention to detail, integrity, and collaboration. We’re seeking a Receptionist / Legal Secretary who will be the welcoming face of our firm while providing critical administrative and legal support to our attorneys.

Position Summary: The Receptionist / Legal Secretary plays a dual role: serving as the first point of contact for clients, visitors, and vendors, and supporting the legal team with administrative and clerical tasks. This position requires excellent communication skills, organizational ability, and professionalism.

Key Responsibilities:

Reception Duties

• Greet clients and visitors warmly and professionally, ensuring a positive first impression of the firm.
• Answer, screen, and direct incoming phone calls promptly and courteously.
• Manage the reception area to ensure it remains clean, organized, and welcoming.
• Handle incoming/outgoing mail, packages, and courier services.

Legal Secretary Duties

• Prepare, proofread, and format legal documents, correspondence, and pleadings.
• Maintain and organize both physical and electronic case files.
• Schedule client appointments, court dates, and attorney meetings.
• File legal documents with courts (both electronically and in person, as needed).
• Assist attorneys with trial preparation, including compiling exhibits and witness lists.
• Monitor deadlines and maintain the firm’s case calendar.

Qualifications:

Required

• High school diploma or equivalent (associate’s degree or legal secretarial certificate preferred).
• 1+ years’ experience in a law firm, legal office, or professional office environment.
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel) and basic document management software.
• Strong organizational skills and ability to manage multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Professional appearance and demeanor.

Preferred

• Familiarity with New York State court procedures and e-filing systems (NYSCEF, PACER).
• Experience with legal practice management software.
• Prior work experience in litigation, real estate, or family law.

Benefits:

• Competitive pay in the Syracuse market ($19 – $22/hour).
• Health, dental, and vision insurance.
• Paid time off, including vacation, sick leave, and holidays.
• Retirement plan with employer contribution.
• Opportunities for professional development and advancement.

To apply, please submit your resume and a brief cover letter highlighting relevant experience to careers@rupppfalzgraf.com. We look forward to reviewing your application and exploring the possibility of having you join our team at Rupp Pfalzgraf.

All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.