We have the following openings:

ACCOUNTING BILLING SPECIALIST

SUMMARY: Performs a variety of advanced accounting and finance duties. Maintains positive contact with attorneys, support staff and clients; observes confidentiality of personnel and firm matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Billing

  • Prepare, edit and send client invoices for assigned billing attorneys ensuring compliance with both firm and client billing guidelines.
  • Prepare coded monthly fee write off report for assigned billing attorneys.
  • Prepare accruals as requested by attorneys and clients.
  • Prepare progress bills and historical bills as requested.
  • Adhere to outside counsel billing guidelines, maintain attorney lists, rates, accruals and budgets as required by clients’ e-billing systems.
  • Onboarding clients to their specified e-billing systems, and maintaining and troubleshooting issues as they arise, ensuring successful submission of invoices that meet client billing guidelines.
  • Promptly resolve billing issues as requested by client, attorneys and accounting staff.
  • Assist with month end and year end closing procedures.
  • Assist with preparation and distribution of month end financial reports.
  • Review and analyze client trust balances and unapplied payments. Communicate with the attorney on such in a timely manner.
  • Support and assist other accounting staff as necessary.
  • Perform other miscellaneous duties as required or assigned.

ESSENTIAL COMPETENCIES AND SKILLS:

  • Ability to work flexibly and proactively with minimal supervision.
  • Detail oriented, professional attitude, reliable, well organized.
  • Desire to learn and cross-train in various accounting functions.
  • Superior communication skills.
  • Ability to meet deadlines and follow through on assigned tasks.
  • Good judgment and observance of confidential nature of all accounting records.
  • Integrate with and support the entire accounting team.
  • Proficient in Microsoft Office Suite, 10-key by touch, and other related software.
  • Knowledge of SurePoint Financial Software or equivalent electronic law firm financial and accounting systems.
  • Strong problem solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills.
  • Thorough knowledge of applicable accounts payable/general ledger systems and procedures, financial chart of accounts and corporate procedures.

REQUIRED EDUCATION AND EXPERIENCE:

  • Minimum of four years of accounting experience in a law firm or other professional services setting.
  • High School diploma or equivalent; college level accounting courses preferred.

SUPERVISORY RESPONSIBILITY:  None

SALARY RANGE:  The anticipated hourly salary wage range the Firm reasonably expects to pay candidates for the position of $41.21 to $52.20 ($75,000 to $95,000 annually). The final annual salary wage offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and years of experience in the job, type and years of experience in the industry, education, and other factors.

WORKING CONDITIONS:  Normal office environment with little exposure to excessive noise, dust, temperature and the like. This is a hybrid role, with an expectation the employee will be in the office at least 3 days of the week.  However that is subject to change, and we may require additional time in the office.

POSITION TYPE/EXPECTED HOURS OF WORK: This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5:00 p.m.  Evening and weekend work may be required as job duties demand.   This is a non-exempt position under the Fair Labor Standards Act. Please note, we offer a 35 hour work week.

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.

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LEGAL SECRETARY – FAMILY WEALTH PLANNING/TAX

SUMMARY: Maintains close contact with attorneys, paralegals and clients to perform a variety of advanced secretarial duties including preparing estate planning, trust administration/probate and other related documents. Possess excellent organizational, written/verbal communication and time management skills. Establish and maintain calendar and deadline reminder systems to ensure that deadlines are met, and information and material requiring signatures are received and recorded on a timely basis. Observes confidentiality of all legal documents and firm matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Draft correspondence with regard to clients and various regulatory agencies as well as preparation of executed documents with minimum supervision and instruction.
  • Perform broad range of clerical duties which require knowledge of procedures and specialized terminology.
  • Maintain attorney calendar and travel arrangements.
  • Use discretion and good judgment when contacting clients.
  • Process incoming mail, enter attorney time on system, and prepare expense reports.
  • Organize and coordinate meetings and conferences.
  • Assume responsibility for special projects, including paralegal tasks.
  • Provide administrative and overflow support.

ESSENTIAL COMPETENCIES AND SKILLS:

  • Proficient in Microsoft Office Suite, efiling and DOCUSIGN.
  • Familiarity with attorney-client relationships & estate planning and execution process.
  • Familiarity with recorder, assessor, and probate court.
  • Notary or willingness to become a notary.
  • Ability to work flexibly and proactively with minimal supervision.
  • Detail oriented, professional attitude, reliable, well organized.
  • Desire to learn and cross-train in various different departments’ secretarial functions.
  • Superior communication skills.
  • Ability to meet deadlines and follow through on assigned tasks.
  • Good discretion and judgment and observance of confidential nature of all legal documents.
  • Integrate with and support the entire Family Wealth Planning team.
  • Ability to type 60 wpm and be able to transcribe dictations and telephone messages.
  • Proofread documents to ensure quality and accuracy.
  • Photocopy, and mail/messenger/Fed-Ex Documents.
  • Strong problem solving and multitasking skills to ensure documents are timely filed.
  • Self-Starter with common sense and good initiative with strong secretarial and organizational skills.
  • Willingness to assist and cooperate with others.
  • Flexible with assignments and changing priorities and willingness to work overtime as required.

REQUIRED EDUCATION AND EXPERIENCE:

  • Minimum of four years of law firm secretarial experience required. Secretarial experience in estate planning and/or tax preferred.
  • High School diploma or equivalent required.

SUPERVISORY RESPONSIBILITY: None

SALARY RANGE: The anticipated hourly salary wage range the Firm reasonably expects to pay candidates for the position of $46.70 to $63.19 ($85,000 to $115,000 annually). The final annual salary wage offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and years of experience in the job, type and years of experience in the industry, education, and other factors.

WORKING CONDITIONS: Normal office environment with little exposure to excessive noise, dust, temperature and the like.

POSITION TYPE/EXPECTED HOURS OF WORK: This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5:00 p.m. Evening and weekend work may be required as job duties demand. This is a non-exempt position under the Fair Labor Standards Act.

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.

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LEGAL SECRETARY – LITIGATION

SUMMARY: Performs a variety of advanced highly skilled secretarial duties including preparing legal documents, correspondence. Maintains close contact with attorneys, paralegals and clients; observes confidentiality of all legal documents and firm matters.

A litigation secretary is responsible for filing variety of complex legal documents and trial preparations and needs to have substantive knowledge of court procedures and protocols such as monitoring court appearance dates, pleadings, and filing requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Draft correspondence with regard to clients and various regulatory agencies as well as setting up shell pleadings with minimum supervision and instruction.
  • Perform broad range of clerical duties which require knowledge of procedures and specialized terminology.
  • Maintain attorney calendar and travel arrangements
  • Use discretion and good judgment when contacting clients.
  • Process incoming mail, enter attorney time on system, and prepare expense reports.
  • Organize and coordinate meetings and conferences.
  • Makes recommendations for new procedures.
  • Act as a team facilitator and team lead.
  • Provide administrative and overflow support.

 ESSENTIAL COMPETENCIES AND SKILLS:

  • Ability to work flexibly and proactively with minimal supervision.
  • Require independent action and a high degree of initiative to resolve issues.
  • Detail oriented, professional attitude, reliable, well organized.
  • Superior communication skills.
  • Ability to meet deadlines and follow through on assigned tasks.
  • Good discretion and judgment and observance of confidential nature of all legal documents.
  • Integrate with and support the entire litigation team.
  • Proficient in Microsoft Office Suite, efilings, and federal/state court procedures.
  • Ability to type 60 wpm and be able to transcribe dictations and telephone messages.
  • Proofread documents to ensure quality and accuracy.
  • Photocopy, and mail/messenger/Fed-Ex Documents.
  • Strong problem solving and multitasking skills to ensure documents are timely filed.
  • Self-Starter with common sense and good initiative with exceptional secretarial and organizational skills.
  • Willingness to assist and cooperate with others.
  • Proficient knowledge of English language, grammar and spelling.
  • Flexible with assignments and changing priorities and willingness to work overtime as required.

REQUIRED EDUCATION AND EXPERIENCE:

  • Expert level knowledge in court protocols and filing requirements.
  • Minimum of seven years of litigation experience in a law firm.
  • High School diploma or equivalent required.

SUPERVISORY RESPONSIBILITY:  None

SALARY RANGE:  The anticipated hourly salary wage range the Firm reasonably expects to pay candidates for the position of $60.44 ($110,000 annually) to $65.93 ($120,000 annually). The final annual salary wage offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and years of experience in the job, type and years of experience in the industry, education, and other factors.

WORKING CONDITIONS:  Normal office environment with little exposure to excessive noise, dust, temperature and the like.

POSITION TYPE/EXPECTED HOURS OF WORK: This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5:00 p.m.  Evening and weekend work may be required as job duties demand.   Employee must work a minimum of three days in the office.  This is a non-exempt position under the Fair Labor Standards Act.

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.

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LEGAL SECRETARY – REAL ESTATE

SUMMARY: Performs a variety of advanced secretarial duties including organizing/assembly real estate deals, closing documents for binders/ebinders. Research, draft and edit various real estate documents like purchase and sale contracts, leases, sales documents, letters of intent, exhibits and closings. Prepare, index legal documents, correspondence, etc. Maintains close contact with attorneys, paralegals and clients; observes confidentiality of all legal documents and firm matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Draft and or edit a variety of documents including, but not limited to letters, memoranda, transactional agreements, leases with regard to clients transactions and regulatory filings, as well as the preparation of closing documents.
  • Perform broad range of clerical duties which require knowledge of firm and departmental procedures and specialized terminology.
  • Maintain attorney calendar and travel arrangements.
  • Use discretion and good judgment when contacting clients.
  • Process incoming mail, enter attorney time on system, and prepare expense reports.
  • Organize and coordinate in-person and electronic meetings and conferences.
  • Assume responsibility for special projects.
  • Provide administrative and overflow support to secretarial colleagues.

ESSENTIAL COMPETENCIES AND SKILLS:

  • Ability to work flexibly and proactively with minimal supervision.
  • Detail oriented, professional attitude, reliable, well organized.
  • Desire to learn and cross-train in various different departments’ secretarial functions.
  • Superior communication skills.
  • Ability to prioritize, meet deadlines and follow through on assigned tasks.
  • Good discretion and judgment and observance of confidential nature of all legal documents.
  • Integrate with and support the entire corporate team.
  • Proficient in Microsoft Office Suite, ebinders, etc.
  • Ability to type 60 wpm and be able to transcribe dictations and telephone messages.
  • Proofread documents to ensure quality and accuracy.
  • Photocopy, and mail/messenger/Fed-Ex Documents.
  • Strong problem solving and multitasking skills to ensure documents are timely filed.
  • Self-Starter with common sense and good initiative with strong secretarial and organizational skills.
  • Willingness to assist and cooperate with others.
  • Good knowledge of English language, grammar and spelling.
  • Flexible with assignments and changing priorities and willingness to work overtime as
    required.

REQUIRED EDUCATION AND EXPERIENCE:

  • Minimum of two to four years of real estate experience in a law firm.
  • High School diploma or equivalent required.

SUPERVISORY RESPONSIBILITY: None

SALARY RANGE: The anticipated hourly salary wage range the Firm reasonably expects to pay candidates for the position of $43.96 to $64.84 ($80,000 to $118,000 annually). The final annual salary wage offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and years of experience in the job, type and years of experience in the industry, education, and other factors

WORKING CONDITIONS: Normal office environment with little exposure to excessive noise, dust, temperature and the like.

POSITION TYPE/EXPECTED HOURS OF WORK: This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5:00 p.m. May work a hybrid schedule of at least three days a week in house per week. Evening and weekend work may be required as job duties demand. This is a non-exempt position under the Fair Labor Standards Act.

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.

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RECEPTIONIST

SUMMARY: Attends to telephone switchboard; promptly answers and routes calls; takes messages accurately and efficiently; greets all visitors, determines needs and directs them to appropriate parties. Assists with reserving conference rooms and hybrid offices using the Maptician System. Handle incoming/outgoing deliveries/shipments from messengers and vendors; may perform and/or assist facilities/office services with hospitality tasks; may perform other administrative tasks under management direction.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Perform receptionist duties by greeting clients in a courteous and professional manner, and answers and refers telephone calls to the appropriate parties.
  • Receive hand delivered documents and distribute to appropriate parties and ensure all carrier documents (FedEx, messenger services) are picked up for delivery.
  • Follow and upkeep the Reception Desk Manual.
  • Maintain conference and hybrid office rooms bookings.
  • Maintain accurate information on the attendance sheet, and update the “Time Off Calendar” in Outlook.
  • Input data, photocopy and file documents.
  • Ensure all checks are directed to the Collections Coordinator.
  • Assist Office Services (copy, scan, print, etc.) when needed.
  • Perform other miscellaneous duties as required.

ESSENTIAL COMPETENCIES AND SKILLS:

  • Good knowledge of the switchboard system.
  • Excellent oral communication skills.
  • Ability to work flexibly and proactively with minimal supervision.
  • Exceptionally detail oriented, professional attitude, reliable, well organized.
  • Desire to learn and cross-train in various office functions.
  • Ability to meet deadlines and follow through on assigned tasks.
  • Integrate with and support the entire office services team.
  • Strong problem solving and multi-tasking skills.
  • Good attendance.
  • Flexible with assignments and willingness to work overtime as required.

REQUIRED EDUCATION AND EXPERIENCE:

  • Minimum of two years of receptionist experience in a law firm or other professional services setting.
  • High School diploma or equivalent required.

SUPERVISORY RESPONSIBILITY: None

SALARY RANGE: The anticipated hourly salary wage range the Firm reasonably expects to pay candidates for the position of $35.71 to $41.21 ($65,000 to $75,000 annually). The final annual salary wage offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and years of experience in the job, type and years of experience in the industry, education, and other factors.

WORKING CONDITIONS: Normal office environment with little exposure to excessive noise, dust, temperature and the like.

POSITION TYPE/EXPECTED HOURS OF WORK: This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5:00 p.m. Evening and weekend work may be required as job duties demand. This is a non-exempt position under the Fair Labor Standards Act.

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.

Download PDF Version

Resumes may be submitted to Lisa Jensen, via mail, fax (at 415-421-2922), or e-mail at [email protected].

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