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Reports To: Dorothy Mooney, Executive Director

Status:  Non-Exempt

Work Schedule:

This individual works 37.50 regular hours per week in the office during regular business hours. The work hours are 9:00am – 5:30pm. Hours worked in excess of 40.00 hours per week are paid at 1.5 times the regular hourly rate.

Position Summary: 

This position will assist attorneys within the community health center practice with administrative and occasional client billable tasks. Standard duties include drafting, editing and finalizing documents, interacting with clients, coordinating calendars, time entry, billing, and preparation of expense reports and managing case files, including opening and closing client matters. In addition, preparing documents including agenda and minutes for meetings, coordinating various firm meetings including catering and organization of these meetings, managing file retention and destruction and all other duties that are assigned.  Candidate should also be flexible to work overtime as needed.

Essential Duties:

  • Draft routine correspondence and compile data and documents.
  • Edit and finalize documents.
  • Proofread documents to ensure accuracy of formatting, grammar and punctuation. 
  • Maintain superior client relations over the telephone and in person.
  • Maintain calendar of meetings, calls, business trips and upcoming events. 
  • Coordinate conferences, meetings, appointments and preparation of materials for same.
  • Coordinate travel arrangements by securing air, hotel and car reservations.
  • Coordinate, attend, and take notes/minutes at team meetings.
  • Posting and managing upcoming webinars and client programs.
  • Prepare timely and accurate expense reports for reimbursement to attorneys and supervisors.
  • Create and maintain filing systems and databases to ensure accurate and efficient retrieval of data.
  • Receive and screen telephone calls in a manner consistent with office policy and the preference(s) of attorneys and supervisors.
  • Coordinate the document management, document production, and certain electronic databases.
  • Maintain and retrieve case files and case related documents.
  • Structure, format and proofread documents, including invoices, contracts, proposals and agreements with tables of contents and section-specific cross-references.
  • Administrative tasks (including time entry, billing, and records organization).
  • Prepare conflict checks on potential clients.
  • Prepare engagement letters. 
  • Prepare and submit new client matters.
  • Manage lists of client projects.
  • Send project and scheduling reminders to both clients and attorneys.
  • Monitor attorney availability for potential assistance on current and proposed projects.
  • Schedule invoice reminders with clients regarding sending and paying invoices. 
  • Other duties as assigned.

Requirements:

  • Bachelor’s degree
  • High level of proficiency in Microsoft Office Suite and Adobe Acrobat Professional; relevant certifications preferred.
  • Must be able to work independently or in a collaborative environment and be accountable for his/her workload, work accurately under deadlines, pay attention to details, and be able to manage multiple assignments and prioritize deadlines.

Language Ability: 

Proficiency in reading, writing, and speaking the English language is required. Must be able to produce superior written and verbal products on a range of subjects.  Must be proficient in telephone communication, to include relaying accurate messages. Additional language skills (preferably Spanish) welcomed but not required. 

Reasoning Ability: 

Must be able to work independently and be accountable for his/her actions. Must be able to set priorities and work accurately under deadlines. Must have the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills: 

Must have a high level of proficiency in Microsoft Office Suite, especially Word and Excel, and Adobe Acrobat. Must be willing and able to learn new technologies and software applications with minimal guidance. Must have functional knowledge of the internet and browsers. 

Supervisory Responsibilities:

None.

Physical Demands: 

The physical demands of working in a typical business office environment must be met by the employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits:

This position is eligible for benefits, including subsidized health insurance, paid time off, short- and long-term disability insurance, life insurance, 401k plan, and profit sharing. The benefits are subject to change at the discretion of the Firm’s management. Paid Time Off (“PTO”) is accrued at a pro rata level in accordance with the reduced work schedule and used in accordance with the non-exempt support staff policies documented in the Firm Manual.

Internal Relationships: 

This position reports to all assigned Healthcare Practice members under the supervision of the Human Resources Department. This position must also interact positively with all employees and with clients at all times. This person must be a team player in helping the Firm, practice group, and its clients achieve their overall goals and objectives.