Virtual Assistant (Legal) (Case Management System Experience Required)

We are a US based law firm looking for a virtual assistant who has previous experience with case management software experience. Excellent/Advanced English Speaking, Communication, and Writing Experience Required. Must be a fast learner, and have a natural urgency to deadlines, calendaring, attention to detail when taking notes as well. You cannot work this job, while working another job at the same time.

The hours for this role is from 8am cst to 5pm cst. The hours could be adjusted as your skillset improves, and as you meet daily, weekly and monthly KPI goals. You must be available at these times, at least when starting. Bachelor's degree is at minimum required for this role, as well as previous experience as a virtual assistant. Ability to work the hours as mentioned is required. This is a full time role up to 40 hours per week. Our firm has an internal breakdown so that pay correlates with the completed tasks, your notetaking ability and you ability to efficiently get things done as required by the firm. Failure to complete the tasks as required, or a showing of a lackadaisical attitude towards your work/tasks, will result in dismissal without pay. Do not apply if you are not serious about the role and do not take accountability for you actions. If there is no note, and no time record, we assume you didn't do the task and your pay will reflect that. So you must be an excellent notetaker and well organized and extremely detailed oriented.

We do not allow time theft. It doesn't take an hour to calendar something....so your notes and time tracking must reflect what you actually do and how much time it actually takes. We have procedures in place to ensure your notetaking and time tracking is reflective of what you actually do. As a law firm, we bill to the client your work and time that it take, so please keep this in mind. Its important to be descriptive. Do not apply if you do not have previous experience with detailed time tracking and notetaking as it pertains to your tasks/job.

Previous experience as a virtual assistant, experience with detailed calendaring and previous data entry and advanced detailed notetaking experience required.

Calendaring (the a cross law way)
Updating Custom Fields
Updating Custom Field inside of templates
Checking the docket of all of our current cases daily
Retrieving, Uploading, Setting Tasks, and Updating the client as to their most recent court orders.
Providing the clients with updates to their cases (if there are any) anytime they ask in the client portal.
Relabling documents uploaded by the client so that they are easily accessible and identifiable (what this is.date of document)
Saving emails in clio to their respective case, and taking note in clio about what the email is about. We don’t do copying and pasting here, everything we get, we take note of its purpose, and we take action whether its setting a task, calendaring a date, uploading a document, or taking a note (checking the calendar for the attorney’s availability, and proceeding to send an email back for scheduling or confirming availability purposes.
We always include in our notes information pertaining to the 5w’s and 1h:

-Who sent the email
-What client does this email pertain to, and what does the sending want? What is the email about, is it a court order? What is the purpose of this court order, and what am i suppose to do to proceed to make sure this court order order is properly handled in the clio system for the client.
-When: If an email is looking for the attorney’s availability - we check out the firm’s calendar, and reply with the attorney’s open availability. Also, you ask yourself will the attorney have time to prepare for when the date, meeting, hearing, prior to the date i’m selecting for her. If you don’t know - ask the attorney until you get a better understanding of timing/preparation takes. Does the attorney have ample time to get to court if the court date is in person? Attorney doesn’t live in Illinois anymore, so the attorney will need to be alerted at least 3 weeks before a required in person court date that she will have to be in person for the court date. If the attorney scheduled for back to back zooms, or overlapping zooUpgrade to see actual infoetings/court dates. - IF SO ITS YOUR JOB TO PREVENT THIS FROM HAPPENING!!!!! This is why you are required to consistently schedule and keep the calendar up to date by checking the docket for all cases daily, and inputting any upcoming court dates. Failure to do this will result in reprimand and possible termination if it happens more than once as this is a core job responsibility.
-Where: Will a court date be in person, or will it be via zoom? Does the client have to appear in person or via zoom. (We usually can figure this out from the court order itself). - Core job responsbility
-Why: you are always asking yourself why something is important, and what the effect of its failure would be. You need to consistently be asking yourself (especially in the notes: why is it important that the attorney and myself know about this). As i mentioned, we do not just copy and paste things, we think critically, and all of your notes must be in the 5 w and 1 h format.
-How: How to do make sure my attorney is adhering to deadlines? How do i make sure that the attorney sees this document. How do i make sure that the attorney’s drafting is easier. How do i make sure that the client is aware of the next steps in their case. How do i make sure that communication between myself, the attorney and the client is on one accord so that nobody misses anything important whether that be a deadline, tasks, or court date?

A professional demeanor in how you communicate is required.

The Salary for this role will go up if the virtual assistant can manage to do these tasks sufficient to quality, and also begin to take on the task of efiling documents and sending out notices to the proper parties via email/letterstream if applicable. There would be a premium increase of nearly double (up to $1200) the current advertised salary if the person can master the above tasks, and can sufficiently take on the efiling & notice task. Failure to master the initial tasks of this role will hinder your ability to advance.

Notetaking: If there is no note about an action, its purpose, its importance it didn’t happen. You must take notes in the 5 W and 1 H format, failure to do or a showing that you aren’t thinking critically and are just copying and pasting information into a note will result in termination. We take notes the A Cross Law Way, we think critically before we do something and we ask the important questions, and we complete our tasks to the fullest extent and we consistently update our case management system with any new data/information, document or notes. Notetaking is so important at this firm, that your income as to this role is directly tied to your notetaking ability! if you didn't take a note on it, didn't time track your note, you will not be paid for that task/project.

We do not advance salary. You will need to show an ability to complete tasks sufficiently (basic tasks) before starting this role. This role includes a 1 week unpaid training. If you fail to demonstrate sufficient ability to do the tasks subsequent to that week, you will be dismissed, and unable to start in this role.

How to apply: Please submit your resume, and your cover letter inline to this posting. Your cover letter must reflect your previous experience with notetaking and time tracking and it relates directly to your previous pay at your current or former place of employment. Failure to follow these directions will result in the dismissal of your application.