Essential Job Functions

1. Print and distribute pre-bills monthly to billing attorneys.

2. Edit invoices monthly in a timely manner based on comments received from billing attorneys.

3. Invoice and bill clients in the accounting system each month in a timely manner.  This includes clients that are billed electronically.

4. Perform client and matter changes within the accounting system.

5. Process write-offs within the accounting system in accordance with company policy.

6. Work with clients and attorneys in a timely manner to answer inquiries and provide analysis of billings.

7. Perform other tasks as assigned.

    

   Required Qualifications

    

   Knowledge, Skills, Abilities and Personal Characteristics

1. High attention to detail; organized.

2. Developed knowledge of basic billing knowledge.

3. Effective interpersonal skills; strong oral and written communication skills.

4. High degree of initiative and independent judgment.

5. Computer skills: accounting system (3E experience preferred), word processing, and spreadsheet capabilities.

• Respond to calls, emails, and workflow requests from attorneys, secretaries, and firm administration regarding the new business intake process.

• Process requests for conflict searches by using sophisticated search strategies and assist in the preliminary analysis of results.

• Review information submitted on new business intake requests for accuracy and completeness, ensuring all fields are populated accurately and appropriate support documentation is attached.

• Actively participate in the maintenance of client/conflict data in Elite 3E and Intapp to ensure the integrity and accuracy of conflict results.

   

• Interact with attorneys regularly.

   

• Process client-matter change request form requests in Elite 3E.

• Perform additional duties and responsibilities as needed.

Requirements:

Successful candidate should have strong analytical skills with a background in database research.  Law firm experience with working a basic understanding of the conflict and new business intake process, legal billing, or records management preferred.  Experience with Intapp Conflicts & Business Intake and Elite 3E would be helpful.  General computer skills with a proficiency in Outlook, Word and Excel. Individual should have strong organizational skills with the ability to handle multiple tasks simultaneously.  Attention to detail and accuracy are a must.  Flexibility to work overtime when needed.  Must possess excellent customer service attitude.  The successful candidate will need to have extensive experience working in a professional environment.

Responsibilities

• Prepare correspondence, memoranda and other legal documents from written and oral drafts, format briefs, pleadings and other legal documents
• Transcribe dictation
• File legal documents including electronic filings
• Screen telephone calls, as appropriate and record messages
• Maintain calendar and deadline reminder systems, make appointments
• Make travel arrangements
• Complete expense reports
• Open new file requests, conflict of interest checks with file room records, and maintain client and general files.  Conduct periodic review for possible storage of older files; prepare files to be closed
• Observe confidentiality of attorney-client relationship
• Complete time charges
• Processes bills; proofs billing sheets; reviews and edits bills
• Work closely with administrative support

Skills Required

• Ability to read and write in order to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal cases matters.  Perform non-complex arithmetic calculations when verifying calculations on forms and documents;  maintain records and filing systems at a level normally acquired through completion of high school or equivalent
• Ability to transcribe legal documents, correspondence and report from rough draft or dictation
• Ability to organize and prioritize numerous tasks and complete them under time constraints
• Ability to proofread typed materials for grammatical, typographical or spelling errors
• Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff to provide information with ordinary courtesy and tact
• Several years of experience is necessary in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision
• Ability to work overtime if needed.

General Responsibilities

• Handles all general office service calls (building issues, copiers, etc.)

• Prepares set ups for all guests

• Files for all departments; addresses files for offsite storage; transfer of files out of or into
  McDonald Hopkins

• Works with IT on local office computer matters and sets up videoconferencing for office mtgs.

• Conference room scheduling

• Order and retrieve breakfast/lunch for meetings

• Orders supplies

• Re-stock supplies and copy room

• Clean and stock kitchen

• Assist with major litigation copy jobs

• Acts as local runner for attorneys

• Retrieve, sort and distribute mail

  Knowledge, Skills, and Abilities Required:

• Basic computer skills working knowledge of relevant software applications including MS office

• Time management skills and ability to prioritize work

• Attention to detail and accuracy

• Numeracy skills

• Adaptability

• Teamwork

• Excellent communication skills – verbal and written

• Some experience in professional office environment

• Ability to lift boxes up to 10 lbs.

• High School diploma or equivalent

  Work occasionally requires more than 40 hours per week to perform the essential duties of the
  position; may require irregular hours.

  Working Conditions

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

  The above is intended to describe the general content of and requirements for the performance of
  this job. It is not to be construed as an exhaustive statement of essential functions,
  responsibilities or requirements.

• Prepare correspondence, memoranda and other legal documents from written and oral drafts, format briefs, pleadings and other legal documents necessary to comply with federal, state and local regulations
• Assist in drafting client communications, contract provisions and other transactional documents, including deeds, mortgages, lien releases, etc.
• Prepare and review closing documents and settlement statements
• Maintain calendar and deadline reminder systems, coordinate appointments
• Make travel arrangements and complete expense reports
• Open new file requests, conflict of interest checks with file room records, and maintain client files
• Assisting with compliance reporting and audits
• Observe confidentiality of attorney-client relationship

McDonald Hopkins is an equal opportunity employer that values diversity and inclusion.