After Hours Legal Assistant: (Administrative)

I. How to Apply:

DO NOT USE AI TO APPLY TO THIS JOB OPPORTUNITY. The applicant must have expert English speaking and expert ability to communicate by writing professionally in English. We are looking for your ability to communicate professional, and evaluating your ability to be professional from the Upgrade to see actual infont you submit your application. So please review your submission, before sending it to us. Please submit inline to this job post:

1) A copy of your tailored virtual legal assistant resume. (must provide as a link to a pdf)
2) A copy of your tailored personalized virtual legal assistant cover letter directed to the attention of attorney cross. (must provide as a link to a pdf). Your letter must be professional, and sincere. It must also demonstrate your professionalism. It must include why you want to work for our firm, and, ultimately, what you believe you will bring to our firm, and how you will benefit our firm in the role.
3) Also include in your cover letter your experience working in a law firm, or compliance type employment (with detail), and speak about your experience with previous invoice auditing prior to sending out bills, your experience with time tracking and time track auditing as it pertains to a previous employer, your experience.
4) If you have previously worked in a law firm, please in detail speak only about your previous duties in the firm and the things you liked about working there and the things you did not so much like about working there and why you left.
5) Please talk about in the cover letter how you have worked for a US-based law firm or compliance-based business, and what were the main things you took away from the experience.
6) Speak about your experience with time-tracking and how you avoid time-theft when dictating your own hours. Please speak about a time where you pay was heavily based on your ability to be productive and results oriented.
7) Demonstrate your ability to communicate to us personally via your cover letter.


II. About the Law Firm:

WE ARE A GROWING VIRTUAL FAMILY LAW, BANKRUPTCY, AND ESTATE PLANNING LAW FIRM SITUATED IN CHICAGO, IL USA. WE ARE SEEKING A PROACTIVE AND RESULTS-ORIENTED VIRTUAL LEGAL ASSISTANT WHO IS ABLE TO PRIORITIZE TASKS EFFECTIVELY AND DEMONSTRATES A HIGH LEVEL OF INIATIVE AND RESPONSIVENES. THE APPLICANT FOR CONSIDERATION MUST BE ABLE TO QUICKLY ASSESS SITUATIONS AND MAKE EFFECTIVE DECISIONS TO MEET DEADLINES AND ACHIEVE GOALS. MUST BE ABLE TO RESOLVE ISSUES IN A TIMELY MANNER, AND MUST BE AN EXCELLENT TIME TRACKER AND NOTE TAKER. PREVIOUS EXPERIENCE WORKING FOR A US BASED EMPLOYER REQUIRED; PREVIOUS EXPERIENCE WORKING IN A LAW FIRM OR COMPLIANCE HEAVY INDUSTRY HIGHLY PREFFERED.


III. Key Responsibilities


Match activities in clio to a matter, if there is a matter associated with a phone number.

Mark certain items in activities as non-billables (ie. Potential client calls that have not converted to paying clients)

Share financial affidavits with clients, and make sure you get the Financial affidavit an supporting documents back from the opposing party within 28 days from asking for it. (REQUIRED). If this doesn’t happen, you must notify the attorney immediately for further instructions on what you are suppose to do.

Send out invoices to everyone once per week, so they know their trust levels and whether they owe money and are at risk of attorney withdrawal.

Link payment(s) in the online payment tab to the corresponding client matter.

Take notes on when a task has been completed, and make sure to track your/how long it took you to complete the task, and make sure that that time is billed to the proper client AND their matter.

Update custom fields in Clio, so the attorney’s drafting duties will be easier when she generates the automated documents.

Share court orders with clients via their client portal. (Upload and share)

Relable client documents and organize them into neat, easily understandable, and accessible folders.

Read court orders, set tasks with due dates, and reminder dates (earlier dates) so that we get assignments for the client in on time, and preferably in advance with advanced notices/emails to our inbox as reminders. Calendar important court dates.

Efiling documents, sending notices out via letterstream and/or email. Sending petitions (per training) to elite so they can personally serve the client. Audit your documents to make sure you are filing the correct documents.

Check court dates on the docket, and properly calendar any that may be missing from out clio calendar.

Take notes on your activities and track your time for each activity you complete in clio notes. If you didn’t track it, we can’t bill for it, which means you didn’t do the work.

Onboard new clients who have filled out the intake form and signed the engagement letter. Create their client portal, and their document folder in the client portal. Send them our standard onboarding welcome communication.

Check the email and spam folder for emails from clients, opposing counsel on matters, the court. If the email pertains to one of our CURRENTLY open matters, you need to log that email to the client’s clio file, using the clio extension in your work email.
If we receive discovery requests (request to produce, interrogatories, financial affidavit, notice of dissipation or contribution), have an in-depth conversation with the client about the needs of these things, their importance, the consequences of not responding to the request early, and organize the documents as we get them. Demand missing documents, witnesses, ect. Also, make sure to set tasks, and make sure we are not missing deadlines.

Draft 201k letters in the event we have sent out a discovery request and you notice that opposing counsel has not sent us the information (discovery information) that we have requested.

Send clients notices of their next court date and provide updates on a matter by checking out notes, emails, and especially the docket. Make sure you consult with your attorney prior to providing the client the update if the update requires legal advice.

Schedule a current client for a phone conference with me if they ask for one in the client portal.

Close out cases that we have properly withdrawn from.

Close out marble cases we have properly withdrawn from. (Remember: Marble clients are non-billable to our firm.). We are wrapping up work for this group and phasing this legal of the firm out.

Draft notices and motions to withdraw from a case. Efiling it and making sure it is properly sent to the correct parties.

When calendaring, make sure that each calendar contains the zoom information (if we have court), that the firm calendar is selected, and that the client’s matter is selected. Also, make sure to add any information that may help the attorney prepare for that upcoming meeting. Evaluate the needs of that meeting, meet with the attorney, and get any information or documents that attorney will need for the meeting/court date you are calendaring/scheduling in the clio calendar.

Send out trust requests and invoices for clients who are above 50% usage on their trust. Collect payments from clients who don't know how to use the link to pay. Send out trust requests.

Create a weekly report to present to the attorney to show her how much money we made that week from clients per the trust so that the attorney can transfer the money made and pay bills. (REQUIRED)

TAKE NOTES, TAKE NOTES, TAKE NOTES, TIME TRACK ALL OF YOUR TASKS (INCLUDING YOUR NOTES), If no time entry is associated with what you did, you did not do the task.

IV. Benefits

* Free one-week training (unpaid).
* Work on Philippine Standard Time
* Your assignments are given twice a week, in advance, with the amount of time it should take you to complete the task, with the amount you will be paid for completing those assignments successfully. (No need to guess as to your assignments), know what you are being paid every week upfront.
* You will be paid every week on Saturdays. Timesheets must be in by Friday Afternoons.
* Weekly guidance on your advancements and progress as it pertains to skills. If you are seeking to make this a long-time permanent role. Feedback on your performance.
* Additional Pay & raises for exemplary assistance. A lovely bonus structure.
* Additional benefits after the 90 day probationary period.

V. What we need from you

- Prior Experience working in a law firm or compliance workfield.
- At least 3 years working in a professional capacity required.
- Previous data entry experience
- At least 2 years of experience working in a documentation organizing and relabling role.
- Excellent organizing skills
- EXCELLENT ATTENTION TO DETAIL REQUIRED.
- PREVIOUS EXPERIENCE USING A TIME-TRACKING TOOL
- EXCELLENT NOTE-TAKING SKILLS.
-ABILITY TO WORK INDEPENDENTLY AFTER YOUR 1 WEEK TRAINING, AND TO HIT THE GROUND RUNNING WiTHOUT ANY HANDHOLDING>
-EXCELLENT PROBLEMSOLVING AND ABILITY TO FIGURE OUT ISSUES INSTEAD OF CONSISTENTLY EXPECTING THE LAWYER TO HAND HOLD AND DO THE WORK FOR YOU. WE VALUE INDEPENDANCE AND RESULTS AT OUR FIRM.
- YOU TAKE ACCOUNTABILITY, AND YOU DO NOT PARTICIPATE IN TIME THEFT.