Legal Administrative And Billing Assistant

The Law Office of Stephanie F. Dominguez is a growing virtual law firm that provides advice and representation for federal government employees and labor unions throughout the United States. Our clients include employees and unions of the Postal Service, Air Force, Social Security Administration, Department of Homeland Security, Department of Veterans Affairs, Transportation Security Administration, the Department of Commerce, and much more. The cases we handle include employment discrimination (including harassment and retaliation), workers’ compensation, and unfair labor practices. We take these cases before the Merit Systems Protection Board (MSPB), Equal Employment Opportunity Commission (EEOC), United States District Court, Office of Workers’ Compensation Programs (OWCP), and National Labor Relations Board (NLRB).

Our firm is seeking a highly motivated and detail-oriented Legal Administrative and Billing Assistant—with a minimum of two years of Administrative and Billing experience, preferably in a law firm—for long-term employment. At our firm, you will have the opportunity to work remotely, except for occasional travel to meetings and for document pickup, scanning, printing, and mailing. Ideally, the candidate should be based within sixty miles of Los Angeles. Our firm provides the opportunity to be trained, to shadow, and to supervise. There is ample opportunity for growth and a long-term career, and there is potential for incremental pay increases every six months.

Application

Please send your resume and cover letter to Stephanie@SFDLawyers.com. In your cover letter, tell us (1) why this position appeals to you, (2) what you are looking for in a job including your pay expectations for the position, and (3) why you think you would be a good fit for this firm. The application deadline is February 25, 2024.

Compensation

The hourly pay is $20 to $23 depending on experience, education, and training. Please include your pay expectations in your cover letter as described above. Benefits include medical, dental, and vision insurance; 401(k) plan; paid leave; and bonuses.

Education and Experience

· Minimum of two years of Administrative and Billing experience, preferably in a law firm

· High school diploma or equivalent required

· College degree or professional certificate/license required, preferably in accounting

Key Responsibilities

· Phone Calls and Potential Clients

o Answers phone calls, and distributes calls and voicemails

o Follows up to ensure closure/response and timely payment, including sending engagement and nonengagement correspondences

o Conducts initial screenings, and assigns initial consultations to law clerks and attorneys on a rotating basis

· Invoicing, Billing, and Collections

o Oversees and maintains the complete billing process while staying compliant with firm billing policies and guidelines

o Ensures all invoices are billed and paid accurately and timely, including timely re-submissions of rejected payments; billing, tracking, and collecting payments from clients; maintaining constant communication with clients (e.g., followups, reminders, and letters of demand); being the primary contact for the firm’s collections agency; and otherwise managing the collection of accounts receivable

o Oversees and maintains LawPay and Time59, including issuing refunds and ensuring that the firm is implementing the most efficient invoicing, billing, and collections process

o Takes the initiative on researching new and more efficient ways to invoice, bill, and collect

o Takes the initiative on providing team members with one-on-one training (feedback, tips, and tools) to improve their invoicing

o Inputs and revises invoice entries and otherwise ensures they are complete and accurate

o Drafts and finalizes invoice letters and invoices

o Explains billing entries and payment plans to clients

o Researches and resolves billing disputes

o Advises clients on the financial aspects of their cases

o Devises and drafts special or alternative billing arrangements and ensures they are paid accurately and timely

· Printing, Mailing, Faxing, Scanning, and Filing

o Prints documents for mailing

o Distributes incoming mailings and faxes; this includes labeling, organizing, and attaching tracking

o Sends outgoing mailings and faxes; this includes monitoring them through delivery and attaching proof of mailing and delivery

o Scans and organizes client documents

o Serves and files documents on behalf of the firm

· Occasional Travel

o Travels to nearby locations to meet with clients for the collection and return of documents

o Travels to nearest facility offering scanning services to scan documents

o Travels to nearest mailing facility for outgoing mailings

o Travels to meetings as needed

· Accounting

o Handles the firm’s recordkeeping for its Client Trust Account

o Compiles data to demonstrate firm and team member profits and budget

· Reports primarily to the founding attorney and secondarily to the rest of the team

o Provides backup secretarial assistance to the team as assigned

o Assists the team with personal requests (e.g., maintaining personal files, contacts, calendar)

o Receives and implements feedback from the team

· Schedules, calendars, and coordinates logistics for depositions, conferences, consultations, meetings, business development, social events, and other events, and ensures full attendance

· Interacts with and responds to clients in a timely and professional manner, whether in person or through correspondences or incoming calls

· Assists with marketing and updating the firm’s website and other marketing platforms

· Participates in staff meetings and checkups with the team

· Formats and image-edits documents

· Provides support to team on technical difficulties with work programs and applications

· Assists with hiring and onboarding new employees

· Creates contact lists

· Sends memorialization correspondences

· Performs other duties and responsibilities as they arise

Work Hours, Start Date, and Location

Work hours are 8:30 a.m. to 5:30 p.m. The candidate should have flexibility to work outside those hours as needed. The position will start off as part time (between ten and twenty hours per week) for the first two months and gradually transition into full time. The prospective start date is between March 1, 2024 and March 15, 2024. This is a remote position, except for occasional travel to meetings and for document pickup, scanning, printing, and mailing. Ideally, the candidate should be based within sixty miles of Los Angeles.

Knowledge, Skills, and Attributes

· Strong legal invoicing, billing, and collections experience

· Excellent written and oral communication skills

· Demonstrated commitment to long-term employment

· Superior problem-solving skills, resiliency, and composure, especially when dealing with evasive people and otherwise difficult situations

· Ability to work well in a fast-paced environment and meet deadlines, including prioritizing and handling multiple concurrent tasks, and effectively handling shifting priorities and adapting to changing demands

· Superior time management

· Highly motivated team player who takes initiative

· Open minded and great aptitude to learn

· Ability to work well collaboratively and independently

· Proficient in Adobe Acrobat, Apple Calendar, and Microsoft, including Word, Excel, OneDrive, Outlook, and Teams

· Strong organization skills and attention to detail

· Ability to work well under pressure and be in contact beyond business hours, working on a flexible schedule if necessary

· High degree of professionalism and outstanding interpersonal skills, with the capacity to work and communicate effectively with a variety of people

· Ability to maintain the utmost discretion and confidentiality

· Demonstrated ability to research and analyze various types of data and other information and develop meaningful conclusions/recommendations

· Ability to work and communicate with appropriate entities on filings and inquiries

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 35 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Experience level:

• 2 years

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Supplemental pay types:

• Bonus opportunities

People with a criminal record are encouraged to apply

Application Question(s):

• Are you based in Southern California?
• Are you seeking long-term employment?
• Do you have a minimum of two years of Administrative and Billing experience?

Work Location: Hybrid remote in Grand Terrace, CA 92313