Overview
Part-Time Administrative Assistant – Law Firm Jobs in Pittsburgh, PA at Seth Law Associates
About the Position
We are a small, independent immigration law firm looking for a part-time Administrative Assistant to help keep the office organized, responsive, and running smoothly.
Our firm handles hundreds of immigration matters each year for families, businesses, employers, and individuals who are part of the U.S. labor market. The work is meaningful, sometimes fast-paced, and often involves documents and correspondence that are important and time-sensitive.
We’re looking for someone who can become a reliable part of our small team — someone who is organized, thoughtful, dependable, and comfortable taking ownership of their work.
You don’t need to know immigration law when you walk through the door. Many of the immigration-specific aspects of the position can be learned over time. What matters more to us is that you’re someone who pays attention, follows through, knows when to ask a question, and is willing to learn.
This is a great fit for someone who likes being the person who keeps things moving behind the scenes and wants an opportunity to develop their skills and take on more responsibility over time.
What You’ll Do
Help Our Clients Get the Right Response — 20%
- Monitor incoming email and other client inquiries.
- Respond to routine administrative questions and requests.
- Help triage incoming communications and determine what needs the attorney’s or paralegal’s attention.
- Make sure important questions don’t get lost in a busy inbox.
- Communicate with clients professionally, clearly, and respectfully.
You won’t be expected to provide legal advice. Instead, you’ll learn how to recognize what you can handle independently and what should be brought to the attorney or paralegal.
Keep Track of Important Immigration Correspondence — 40%
This will be one of the most important parts of the position.
- Receive, organize, and track incoming immigration-related mail and electronic correspondence.
- Identify important notices from USCIS and other agencies, including:
- I-797 Notices of Action
- Biometrics appointment notices
- Requests for Evidence (RFEs)
- Interview notices
- Requests for additional documentation
- Other case-related correspondence
- Record and organize notices according to the firm’s procedures.
- Scan, upload, name, and file documents accurately.
- Make sure time-sensitive correspondence gets to the right person promptly.
- Assist with preparing outgoing correspondence and document packages.
- Maintain organized electronic and physical case files.
Attention to detail matters here. Some of the mail we receive can require prompt action, so we’re looking for someone who takes deadlines seriously and isn’t afraid to ask, “Is this something I need to flag?”
Help Prepare Immigration Cases — 15%
With guidance and oversight from our paralegal and attorney, you’ll gradually learn to assist with the administrative preparation of immigration cases.
Depending on your experience and what you’re comfortable taking on, this may include:
- Gathering and organizing client documents and information.
- Preparing documents and case materials for attorney or paralegal review.
- Assisting with preparation of immigration petitions and applications.
- Organizing supporting documentation and exhibits.
- Completing administrative portions of forms and case materials.
- Preparing materials for attorney review, filing, or submission.
- Helping maintain organized case files throughout the life of a matter.
You will not be expected to independently provide legal advice or make legal decisions. This is an opportunity to learn the processes and develop your skills with the support and oversight of the attorney and paralegal.
Keep the Office & Attorney Organized — 15%
- Schedule appointments, consultations, meetings, and other commitments for the attorney.
- Help manage the attorney’s calendar and coordinate with clients and other parties.
- Send appointment confirmations and follow up with clients as needed.
- Help keep the attorney organized and prepared for upcoming meetings, deadlines, and other commitments.
Pitch In Where Needed — 10%
We’re a small law firm, which means everyone has a role in keeping the office running.
You may also help with things like:
- General filing, scanning, copying, printing, and document organization.
- Preparing outgoing mail and packages.
- Maintaining office supplies and basic office organization.
- Updating spreadsheets and administrative records.
- Helping with occasional projects or tasks that come up in the day-to-day operation of the office.
Sometimes the job is sophisticated immigration case preparation. Sometimes it’s making sure there are enough envelopes in the supply cabinet. We’re looking for someone who’s willing to do both.
Who We’re Looking For
More than anything, we’re looking for the right person.
You might already have administrative or legal experience. You might be coming from another professional environment where you’ve developed strong organizational and communication skills. You might be earlier in your career and looking for an opportunity to learn.
We care less about having the perfect background and more about how you approach your work.
You’ll probably do well here if you:
- Are organized and naturally keep track of details.
- Follow through when you say you’re going to do something.
- Can work independently without needing constant direction.
- Know when you can figure something out yourself and when it’s better to ask a question.
- Are comfortable saying, “I’m not sure — let me find out.”
- Learn new systems and processes relatively quickly.
- Can prioritize when several things need attention at once.
- Communicate clearly and professionally.
- Treat confidential information with discretion.
- Are comfortable working with repetitive administrative tasks while still paying attention to the details.
- Take pride in being someone other people can rely on.
- Are curious about the work and interested in developing new skills over time.
Experience that would be helpful, but isn’t required:
- Administrative or office experience.
- Legal office experience.
- Experience in a law firm, professional services environment, or other client-facing office.
- Familiarity with immigration processes or USCIS correspondence.
- Experience with document management or case management systems.
- Microsoft Office or Google Workspace experience.
- Additional language skills are a plus.
The Kind of Person We’re Hoping to Find
We’re not looking for someone who needs a checklist for every minute of the day.
At the same time, we’re not looking for someone who will make assumptions when something isn’t clear.
The sweet spot is someone who can look at a situation, use their judgment, take care of what they can, and ask for help when they need it.
If you notice that an important notice came in, you’ll flag it. If a client has a routine question you know how to answer, you’ll answer it. If you aren’t sure whether something is important, you’ll ask.
And as you learn, we’ll give you more opportunities to take ownership.
The attorney and paralegal will provide training and oversight, particularly as you learn the immigration-specific aspects of the work. We’re interested in helping the right person grow into the position rather than expecting them to know everything on day one.
Schedule
This is a part-time position of approximately 15–20 hours per week.
We need someone who can commit to a consistent weekly schedule, but we’re flexible about exactly which days and hours those are. We’ll work together to establish a schedule that provides reliable coverage for the office and works for the right candidate.
Why This Role?
If you’re looking for a small-office environment where your work actually matters, this may be a good fit.
You’ll work closely with an attorney and paralegal, get exposure to the day-to-day operation of an immigration law practice, and have the opportunity to learn about an area of law that touches families, businesses, employers, and people building their lives and careers in the United States.
There is room to grow here — both in the work you take on and in the skills you develop.
We’re a small team, so we’re looking for someone who wants to be part of the team, not just occupy a desk for 15 hours a week.
To Apply
Please submit your resume and a brief note telling us a little about yourself, your relevant experience, and why you’re interested in a part-time role with a small immigration law firm.
We don’t expect a perfect resume. Tell us what you’re good at, what you’re interested in learning, and what makes you someone we can rely on.
Pay: $22.50 – $28.00 per hour
Expected hours: 15.0 – 20.0 per week
Benefits:
- Flexible schedule
- Opportunities for advancement
- Professional development assistance
Work Location: In person
Title: Part-Time Administrative Assistant – Law Firm
Company: Seth Law Associates
Location: Pittsburgh, PA
Category:
