What are the responsibilities and job description for the Legal Assistant Client Engagement position at Holland Law Group?

Job Description

Job Summary :

The Legal Assistant II, Client Engagement Department will communicate with clients, send client retainer agreements, and gather necessary documents and information to build the case for the Attorney and Paralegal.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Make files as assigned.
Download documents from the docket.
E-File the Notice of Appearance.
Calendar of any hearings or events.
Complete fields in Grow and Manage necessary to build case for Attorney and Paralegal.
Send Daily file creation email.
Send Urgent file creation emails as needed.
Draft and send Legal Service Agreements.
Manage assigned columns in Clio Grow.
Follow up on Legal Service Agreements and client retainer payments.
Assist the Intake Department with multi-line phone as needed.
Manage all legal office administrative responsibilities, including sending emails, making copies, reviewing payment status, and organizing file systems.

Essential Functions in addition to the above – 10 : 30 am – 7 : 00 pm Shift

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

At 6 : 00 pm review the “911 Matters LSA Sent” column. Check LawPay for the initial retainer payment for any files in the “911 Matters LSA Sent” column.

If there are payments for urgent files that have a Pre-Trial Conference or Answer due within two (2) days, there is a default entered, or the Answer is past due the file is required to be created and the urgent file creation email sent to the Attorney and Paralegal assigned before you leave. If the hearing is scheduled for the next day, you must contact the Attorney via their cell phone to advise of the hearing. If there are multiple matters that are urgent, contact the Stage 1 Specialist and it will be discussed which files need to be discussed.

Prior to 7 : 00 pm send all Legal Service Agreements in the “Review LSAs / PPs prior to sending” and the “LSAs to Send” columns. If there are any payment plans that need to be authorized or conflict checks, contact the Stage 1 Specialist. All agreements should be sent by 7 : 00 pm. If for any reason you cannot send all agreements in the columns, send them in order of Pre-Trial and Answer Due Dates. All matters with a sign and pay deadline should take priority. If all agreements were not sent, advise the Department Lead via email.

Essential Functions – Department Lead

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Train any new employees.

Review new employees drafted Legal Service Agreements, Files, and File Creation emails for errors until the employee goes five (5) days without errors.

Monitor columns to confirm staff is sending LSAs timely.

Monitor columns to confirm staff is creating files timely.

Monitor urgent file column - to be reviewed prior to leaving to confirm all files are made or being made.

Monitor intake columns to confirm matters are being created timely for consultations.

Attend bi-weekly meeting with other Department Leads to ensure the departments are working together.

Review and answer any questions from employees in the Client Engagement Department.

Confirm all urgent files are made or in the process of being made, and the Legal Services Agreements to be sent columns are empty prior to the end of shift.

Attend weekly management meeting to discuss suggested procedure changes or case issues.

Correct any errors made by the Client Engagement Department.

Draft employee reviews to be reviewed by Human Resources and Office Manager.

Cover responsibilities of Stage 1 Specialist if employee is absent.

Escalate any matters to Human Resources once a reasonable effort has been made and errors within the Department are not corrected.

Manage all legal office administrative responsibilities, including sending emails, making copies, reviewing payment status, and organizing file systems.

Required Skills / Abilities :

Excellent verbal and written communication skills.

Excellent organizational skills and attention to detail.

Excellent time management skills with a proven ability to meet deadlines.

Ability to function well in a high-paced and at times stressful environment.

Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

Ability to maintain confidentiality.

Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Education and Experience :

High school diploma required.

At least one year of related experience preferred.

Preferred

Bachelor’s degree in business administration or related field preferred.

Physical Requirements :

Prolonged periods sitting at a desk and working on a computer.

Must be able to lift to 15 pounds at times.

Supervisory Responsibilities

None.

Department Lead holds Supervisory Responsibilities.

Work Environment

You will work in a well-lit office

Position Type / Expected Hours of Work

The days of week required for this role is Monday-Friday; hours are 8 : 00 am - 4 : 30pm; 10 : 30 am – 7 : 00 pm; 9 : 00 am – 5 : 30 pm or Tuesday – Saturday 9 : 00 am – 5 : 30 pm.

FSLA

Non-exempt

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Company Description

THE HOLLAND LAW GROUP HAS HELPED THOUSANDS OF FLORIDIANS FIGHT BANKS AND DEBT COLLECTORS FROM DAMAGING AND IMPACTFUL FINANCIAL LAWSUITS.

We are here for you when you need help the most. Our clients have kept millions of dollars of their own money, thanks to our legal defense.

Every day we fight these creditors on your behalf to provide the relief you deserve. Our firm offers legal services in the following areas :

bankruptcy law debt defense and settlement foreclosure defense and loan modification Our firm believes in building strong and continuing attorney-client relationships. When you call the Holland Law Group, you will get to consult directly with an attorney who will work with you continuously throughout your case. We are approachable and available to speak with you and encourage you to contact us if you ever have a question regarding your case.

Our firm proudly serves Manatee, Sarasota, Charlotte, Desoto, Lee, Collier, Hillsborough, Pinellas, Pasco, Citrus, Polk, Orange, Osceola, Brevard, Seminole, Indian River, Okeechobee, St. Lucie, Martin, Palm Beach, Miami Dade, Broward, Duval, Flagler, Lake, Volusia, Hernando, Walton, Bay, Escambia, Santa Rosa, Okaloosa, Leon, Putnam, Nassau, and Monroe Counties.

Company Description

THE HOLLAND LAW GROUP HAS HELPED THOUSANDS OF FLORIDIANS FIGHT BANKS AND DEBT COLLECTORS FROM DAMAGING AND IMPACTFUL FINANCIAL LAWSUITS. We are here for you when you need help the most. Our clients have kept millions of dollars of their own money, thanks to our legal defense. Every day we fight these creditors on your behalf to provide the relief you deserve. Our firm offers legal services in the following areas : bankruptcy law debt defense and settlement foreclosure defense and loan modification Our firm believes in building strong and continuing attorney-client relationships. When you call the Holland Law Group, you will get to consult directly with an attorney who will work with you continuously throughout your case. We are approachable and available to speak with you and encourage you to contact us if you ever have a question regarding your case. Our firm proudly serves Manatee, Sarasota, Charlotte, Desoto, Lee, Collier, Hillsborough, Pinellas, Pasco, Citrus, Polk, Orange, Osceola, Brevard, Seminole, Indian River, Okeechobee, St. Lucie, Martin, Palm Beach, Miami Dade, Broward, Duval, Flagler, Lake, Volusia, Hernando, Walton, Bay, Escambia, Santa Rosa, Okaloosa, Leon, Putnam, Nassau, and Monroe Counties.

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