Overview
Contract Specialist Jobs in Manhattan at ADMIN FOR CHILDREN’S SVCS
About us
Esquivel Law Chartered is a small business in Naples, FL 34103. We are fun and fast-paced.
Our work environment includes:
Casual work attire
Flexible working hours
Small and dynamic law firm seeks an administrative assistant to support firm owner and staff.
Administrative Assistant Duties/Skills/Expectations
Administrative
File incoming and outbound emails using SimplyFile integration for Outlook
Calculate and Calendar deadlines
Create firm systems for the items that are on this list
Monthly review and update of firm systems
Keep track of staff birthdays and plan celebration (order cake/cupcakes/whatever for delivery to remote and local staff, buy greeting cards, coordinate signing by remote employees and delivery to birthday boy/girl on or before day of birthday)
Track mileage and expenses, submit for review and reimbursement through
Expensify/Gusto
Scan documents file where needed
Identify areas where efficiency can be improved and suggest solutions
Client Communications and Scheduling
Create/Update new client intake form
Send new client intake forms to potential new client (PNC)
Obtain payment for PNC consultations
Schedule new client consultations and send phone/zoom instructions
Obtain any documents necessary for PNC consults
Confirm consultations 24 hours in advance
Assist paralegals with scheduling (mediations, hearings, depositions, meetings) – communicate with clients, opposing counsel, courts, mediators to obtain dates, communicate dates to appropriate parties/client
Create Lawcus templates for representation agreements
(hourly/contingency/hybrid/with and without retainer)
Send representation agreements to new clients for execution and return
Open new client matters
Create and send new client welcome packet (Canva)
Assist Paralegals/Attorneys
Arrange for Service of documents by process server
Logging and tracking projects such as subpoenas to third parties, arranging for service of process, payment of process servers, billing expenses to appropriate client, saving copies of invoices, tracking what documents were received and when
Draft professional, clear communications without grammatical or spelling errors
Proofread and finalize documents; email or mail as needed
Assist with scheduling depositions by zoom or videoconference
Backup paralegals/attorneys as needed
Guests/Deliveries
Greet guests, offer beverages, escort them to the conference room when attorney is ready
Receive mail and deliveries/distribute to who they need to go to
Arrange for local delivery of items by courier
Phones/Faxes
Answer calls, take messages and email messages to staff/attorneys
Receive and distribute faxes received by firm
Update phone extensions/routing/greetings as needed
Maintain written instructions/video of how to update these (so others can do this in your absence)
Keep template of Outlook signatures with phone extensions and direct numbers updated
Time Tracking and Billing
Contemporaneously and accurately log your time in Lawcus – all time is logged same day
Print weekly time reports of all attorneys/paralegals/staff to OneNote for review by billing department
Bill time to appropriate matter
On a weekly basis, check all firm time entries for accuracy, spelling, descriptions
Bill time with specific and informational descriptions with proper grammar, spelling and punctuation
Bill incoming expenses to appropriate client
Add postage to outgoing mail
Take outgoing mail to mailbox
Maintain postage meter/Quadient account
Reload meter/order supplies as needed
Check mail each day (follow system)
Scan incoming mail – save to appropriate folders and email to paralegals/attorneys
Create labels for shipping/mailing using standard templates and do not vary from those standard templates
Send items by USPS (United States Postal Service) Priority Mail using usps.com
Tech/IT
Work with attorneys/paralegals to research, compare and price new/alternative software and services
Schedule IT support
Troubleshoot problems that office is experiencing with software & educate team on how to implement fixes
Technical Skills
Navigate Windows file system – both on local PC and web-based drives
Save documents to correct client folder and subfolders as appropriate
Scan documents and save them to appropriate folder/subfolder for client and firm
Highly proficient with Word. Must be able to create and format data in tables, manipulate and create styles in Word, apply formatting, indent paragraphs,
Use Excel to create expense reports, spreadsheets, create and use basic formulas
Highly proficient with Adobe Acrobat Pro. Convert Word or Excel documents to PDF, Bates stamp PDF documents, apply exhibit stamps to PDF documents, combine multiple PDFs into a single document, break a single PDF into multiple documents, rearrange pages in PDF documents, Export PDF documents to Word or Excel, Reduce the file size of PDF documents, Convert PDF documents to PDF/A,
Work smarter, not harder – meaning making reasoned decisions on how to locate information.
Job Type: Full-time
Pay: $18.00 – $45.00 per hour
Benefits:
Paid time off
Schedule:
8 hour shift
Monday to Friday
Work Location: In person
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Title: Contract Specialist
Company: ADMIN FOR CHILDREN’S SVCS
Location: Manhattan
