Client-Focused Tasks 

• Draft documents and correspondence, at the direction of an Attorney.

  • Complete templated forms or basic documentation for Attorneys to review and approve.

  • Proofread all work prepared prior to submitting to Paralegals or Attorneys.

• Communicate with clients via email, phone, or in person.     

  • Call Clients to follow up regarding missing documents or information, or to relay information on behalf of the Paralegals and/or Attorneys.

• Speak with potential new clients and schedule initial consultations, ensuring calendars are up-to-date and the lead tracking spreadsheet is updated after the consultation.

• Calendar deadlines, meetings, calls, and reminders.

• Interact with the courts and administrative agencies, at the Paralegals’ direction, regarding hearings, motions and other appearances, and administrative and scheduling issues.
  
   

Staff-Focused Tasks 

• Maintain staff’s calendars and the Firm Master Calendar, ensuring calendars are accurate and organized in a logical and efficient manner.

• Retrieve voicemail and ensure that messages are taken and included in the firm’s client electronic files, responded to if appropriate, return calls scheduled if needed. 

• Manage the mail for the office. 

• Prepare and send legal correspondence as directed by Attorneys or Paralegals, with appropriate supervision.

• Organize the attorneys’ files, keeping paperwork and electronic filing updated.

• Ensure Attorneys and Paralegals have all the relevant materials needed for meetings or court hearings, including following up with parents, schools, providers, etc. for document gathering.  

• Review staff members’ time entries daily and assist with recording proper time records, as per office protocols. 

• Complete miscellaneous tasks assigned by other staff members.

• Serve as backup to other positions when they are out of the office or in need of extra support.

• Produce weekly reports and participate in monthly check-ins, as determined by Attorneys.
  
   

Administrative Tasks  

• Assist with setting up and managing new client and firm files, at the direction of the PLA or, in the absence of a PLA, the Owner.  

• Update records in our firm’s Case Management System (CMS), indicating bills issues, payments made, and A/R to collect; ensure weekly updates and reports to the Owner.

• Ensure Lead Tracking Spreadsheet is updated and update the Firm’s databases, reports, or spreadsheets to track incoming calls, leads qualified, consultations scheduled, referral sources, and other key metrics; ensure weekly updates and reports to the Owner.

• Prepare retainer agreements and follow up to ensure that retainer agreements have been signed and initial payments have been made.  

• Assist with preparing and sending legal fees invoices and case summary reports when requested by client or school district; answer questions about billing.

• Copy, scan, and file records.  

• Assist with documenting policies and procedures for your areas of responsibility.   

• File documents electronically and maintain an organized filing system.

• Pick up and distribute mail.