administrative assistant Jobs in Washington

administrative assistant

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accounts payable specialist Jobs in Washington

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administrative assistant ii Jobs in Washington

administrative assistant ii

administrative assistant, is-0341-07 Jobs in Washington

administrative assistant, is-0341-07

administrative specialist billing

Vadis

Job Type Full-time Description Process, verify, and reconcile all accounts receivable, ensuring internal controls are managed throughout the department. Work with customers when issues arise. Work with Accounting Specialist within QuickBooks software platform as requested. Implement billing submission in coordination with Program Managers. Ensure all current employees possess all contractually necessary documentation (CPR/1st Aid/AED Certification, Background Check Renewals, Driver&rsquo;s License, Auto Insurance, Proof of Education, and Fingerprinting for some staff). Launch performance appraisals for all employees except the CEO in Paylocity. Utilize Learning Management System to assign training to staff through Paylocity. Assist with gathering necessary information for audits (training, compliance, and accounts receivable). Work with Administrative Manager on occasional human resource projects. Demonstrate commitment to accuracy and efficiency. Responsible for reception backup relating to answering telephones and greeting visitors when others are not available to do so. General Responsibilities Demonstrate a commitment to the people with serve and carry out Vadis&rsquo; mission, vision and core values. Work collaboratively with diverse groups and individuals from a variety of backgrounds. Promotes a safe working environment for self, coworkers, and clients. Demonstrate solid attendance and punctuality. Take ownership of job responsibilities and adhere to policies and procedures. Effectively utilize time to include planning, strategizing, prioritizing, and adhering to timelines. Initiate duties and implement solutions while following through to completion. Express facts and ideas in a clear and organized manner. Interact in a cooperative, timely, solution-oriented manner. Approach conflict decisively, professionally, in a timely and solution-orientated manner. Represent Vadis professionally and responsibly. Other duties as assigned. Pay and Benefits This is a full-time position with a starting wage of $25 per hour. This is not a remote position. Full salary range for this position is $25 - $31.25 per hour. The high end of the range is typically a longevity step to allow for professional growth over time. Medical/Vision, dental, and life insurance coverage at low premium cost to employees. Dependent coverage available at employee cost. 403(b) retirement plan, with up to a 6% company match dependent on contributions. (Match available after one year of employment). Opportunities for advancement. Business mileage reimbursement is currently .60/mile. Vacation accrual begins at .027 per paid hour. Sick Leave accrues at 1 hour for every 40 hours worked. Client job start incentive bonuses. Employee Assistance Program available. Ten Paid Holidays for 2026. Hours of work: Monday through Friday, from 8:00am to 4:30pm. Requirements Accounting knowledge specific to accounts receivable. Knowledge of related computer applications: Excel, QuickBooks and Paylocity. Ability to communicate, using tact and discretion, with the public, staff, and program clients. Ability to speak pleasantly and clearly, able to follow verbal or written instruction, work both under supervision and independently. Ability to type accurately and with quality. Good knowledge of spelling, punctuation, grammar and math, letter, and document formats. Knowledge of office practices including filing, maintaining records, and bookkeeping. Ability to learn and retain complex procedures; prepare and maintain records and reports; render clear explanations of procedures and regulations; operate standard office equipment and machines. EDUCATION/EXPERIENCE An associate degree in a related field or equivalent education or training in business administration/accounting Two years&rsquo; experience with Excel; One year&rsquo;s experience working in QuickBooks. SALARY: Per Range REQUIREMENTS Must be at least 18 years of age. Must pass Initial and ongoing criminal background checks. Fingerprinting may also be required.

ADMINISTRATIVE SPECIALIST (BILLING)

Banner & Witcoff

<div><div>Senior Billing Specialist</div>
<div></div><div>Description:</div>
<div></div><div>Banner Witcoff is a leader in intellectual property law for more than 100 years. We are the trusted IP partner of choice for organizations around the world. We provide sound legal guidance and inventive IP solutions to power business for start-ups, Fortune 500 companies, and everything in between.</div>
<div></div><div>Banner Witcoff&rsquo;s Accounting Department is responsible for managing the daily accounting tasks and billing process for the firm. We pride ourselves on our relentless attention to detail and place an immense value on providing exceptional service, both internally and externally. We work as individuals, as team members, and as part of a growing and innovative law firm. We are seeking a full-time Senior Billing Specialist to join the firm and become an integral part of our Accounting Department. The Senior Billing Specialist will be encouraged to take ownership of the full billing cycle for their assigned attorneys and clients. The majority of our billing process is electronic from pre-bill generation and editing to invoice submissions using multiple software platforms.</div>
<div></div><div>Duties and Responsibilities:</div>
<ul><li>Manage the billing process start to finish for a portfolio of assigned attorneys and clients following firm and client guidelines</li>
<li>Set up and maintain client billing rules and codes and timekeeper rates</li>
<li>Manage fee arrangements and rate sets for assigned billing attorney clients</li>
<li>Monitor volume discounts based on thresholds reached</li>
<li>Run paperless pre-bills monthly or on-demand</li>
<li>Edit and adjust pre-bills according to attorney instructions and client guidelines</li>
<li>Post invoices to various e-billing systems which may require editing Ledes files</li>
<li>Automate invoices on BillBlast and track status of bills submitted, identify issues, and work to address rejections and reductions</li>
<li>Establish working relationships with e-billing site vendors; make certain all timekeepers and rates are up-to-date on the sites; submit timekeepers and rates for approval as needed</li>
<li>Submit non-electronic invoices by e-mail or mail</li>
<li>Ensure proper backup is included with invoice submissions</li>
<li>Resolve invoice disputes and fully submit all invoices on a timely basis</li>
<li>Assist the collections team regarding outstanding and/or short paid invoices</li>
<li>Prepare and submit client accruals and other reports</li>
<li>Assist billing attorneys with special reporting and various client reports</li>
<li>Create and maintain internal client billing instructions documentation</li>
<li>Train billing attorneys and assistants in policies and procedures for processing bills within Aderant Expert and Pre-bill Viewer</li>
<li>Perform research and respond to inquiries from billing attorneys, clients, and others as requested</li>
<li>Maintain full working knowledge of the Firm&rsquo;s billing functions</li>
<li>Communicate situations as they arise that may require follow-up, such as rate issues, delays in billing, difficult requests, etc.</li>
<li>Assist the Billing Manager and Assistant Billing Manager as needed</li>
<li>Assist with other administrative tasks and special projects as needed</li>
</ul><div>Requirements:</div>
<ul><li>Experience with legal billing and electronic billing required</li>
<li>Experience with Aderant Expert accounting software strongly preferred</li>
<li>Experience with Pre-bill Manager and Expert Image preferred</li>
<li>Proficiency in Microsoft Office required with proven Excel skills</li>
<li>High school diploma required; Bachelor&rsquo;s degree in Accounting, Finance or related field preferred</li>
<li>Basic knowledge of accounting principles</li>
<li>Strong written and oral communication skills</li>
<li>Detail oriented, strong organizational skills, and ability to balance multiple tasks with proven strong time management skills</li>
<li>Ability to work independently and collaboratively in a fast-paced environment</li>
<li>Experience maintaining confidentiality of financial data</li>
</ul>
<div></div><div>The above list of duties and responsibilities is in no way a comprehensive list. From time to time, the employee may be required to perform other duties in support of the operation of the office, as requested by their supervisor or manager. This position is a hybrid role, with a blend of remote and in-office work. The employee will be required to work in the office at least two days per week, or more, depending on business needs and/or work assignments. In-office specific duties include managing mail, copying, face-to-face meetings, greeting clients and visitors, team collaborative projects, as well as company events.</div>
<div></div><div>Banner Witcoff offers a competitive compensation and benefits package, including paid time off, medical/dental/vision insurance, 401(k), a 35-hour workweek, business-casual attire, and a friendly office environment. Interested candidates should apply online by sending a resume and cover letter with salary requirements.</div>
<div></div><div>The salary range for this role is $80,000 to $95,000 annually. This is a non-exempt position. This range is only applicable for jobs to be performed in Washington, D.C. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee&rsquo;s pay within the salary range will be based on numerous factors including, but not limited to, relevant education, qualifications, experience, skills, geographical location, and business or organizational needs. This job is also eligible for an annual merit increase and bonus pay.</div>
<div></div><div>Banner Witcoff is an Equal Opportunity Employer and provides employees with a work environment free of discrimination and harassment. The Firm will not discriminate against any applicant for employment because of race, color, religion, national origin, sexual orientation, sex, pregnancy, age, mental or physical disability, genetic information, legal citizenship or any other status protected by law.</div>
<div></div><div>Instructions to Recruiting Agencies and Search Firms</div>
<div>Banner Witcoff will not accept unsolicited resumes and will not pay a fee for any unsolicited submissions. We will not accept resumes from search firms or recruiters with which we do not have an established agreement, and any resume sent without request or prior approval from our recruiting coordinators will be considered unsolicited. In addition, please do not call or e-mail any attorney or staff at our firm without prior approval from our recruiting coordinators. Thank you for respecting our process.</div></div>

Senior Billing Specialist

CapitolHill Consortium for Counseling & Consultation LLC

<div>Now Hiring: Experienced Licensed Psychologist or Psychotherapist (Medicaid &amp; Medicare) &ndash; Full-Time or Part-Time
CapitolHill Consortium for Counseling &amp; Consultation LLC (CCCC)
Location: DC, Maryland, Virginia (In-Person or Hybrid)
Position Type: 1099 contract role with potential W-2 conversion contingent upon performance
Compensation: Competitive and commensurate with experience. 105,000 - 125,000/year
Join a thriving, mission-driven private group practice dedicated to accessible, high-quality, and culturally responsive care across the DMV region.
CapitolHill Consortium for Counseling &amp; Consultation LLC (CCCC) is seeking licensed clinicians with Medicaid and Medicare credentialing to join our well-established and growing multidisciplinary practice. We provide individual, couples, family, and group therapy, as well as psychological testing for clients across the lifespan&mdash;from children to elders. Services are offered both in-person and via telehealth, allowing for optimal flexibility and client reach.
Why Join CCCC?
Flexible Work Options
We offer part-time and full-time roles at one or more of our Washington, DC, Maryland, and Virginia offices&mdash;and/or hybrid. Build a caseload that suits your availability, professional goals, and lifestyle.
Administrative &amp; Billing Support
Our dedicated administrative team handles scheduling, billing, insurance, and credentialing so you can focus entirely on your clinical work. We also negotiate competitive reimbursement rates on your behalf and manage a robust referral and waitlist system to keep your schedule full.
Guaranteed Payroll
Enjoy the peace of mind that comes with reliable, accurate, and on-time payroll&mdash;every time.
Rich Clinical Community
CCCC provides a collegial, multicultural, and growth-oriented environment. Clinicians benefit from:
Weekly peer consultation groups
Supervision opportunities
Teaching and training roles for doctoral interns, externs, postdocs, and early career therapists
Career Growth Opportunities
In addition to therapy and testing, CCCC offers opportunities for:
Leadership and management pathways
Community engagement
Client workshops
Corporate and organizational consultation
Holistic retreats and wellness events
We believe in supporting your long-term vision for growth, innovation, and work-life balance.
Position Requirements
Candidates must be independently licensed in Washington D.C., Virginia or Maryland. Licensure in Washington, D.C. is preferred, with priority given to clinicians licensed across all jurisdictions
Must be able to be credentialed for Medicaid and Medicare
Passion for high-quality, compassionate mental health care
Commitment to ongoing professional development
Desired Experience 3-5 years
Must be local
Preferred Qualifications
Experience working with range of diverse clientele
Availability during after-school hours, evenings, or weekends
Willingness to work a hybrid schedule (some in-person availability preferred)
Benefits for Part Time 1099s
Full Service Administrative Support Including:
Dedicated Clinical Patient Care Coordinator (CPCC)
Dedicated Billing Specialists for Client and Insurance Collections
Credentialing Specialist
Office space as available and/or telehealth platform to practice
Clients, as available
Use of common space within the office
Routine supplies
Use of office equipment
Routine receptionist services
Routine appointment scheduling
Initial insurance authorization management
Contracting and liaison with insurance, public &amp; private organizations Filing and Electronic
Health Record assistance
Other usual and customary office supports
Bonus based on performance
Company parties
Competitive salary
Flexible schedule
Opportunity for advancement
Training &amp; development
Fixed pay rate
How to Apply
We welcome experienced and emerging clinicians who are seeking a supportive, inclusive, and values-aligned professional home. Apply now by submitting your CV and a brief cover letter.
CapitolHill Consortium for Counseling &amp; Consultation LLC is an equal opportunity employer. We strongly encourage applications from BIPOC, LGBTQIA+ clinicians, and those from historically underrepresented backgrounds.</div>

Now Hiring: Experienced Licensed Psychologist or Psychotherapist (Medicaid & Medicare) – Full-Time or Part-Time

Kincaid Law Firm

DescriptionWe are a growing law firm seeking a highly organized and proactive Legal Office Administrator to support day-to-day firm operations. This fully remote role is ideal for someone with prior law firm experience who is comfortable handling billing, client intake, administrative workflows, and client communication with minimal supervision.Key Responsibilities:<ul><li>Manage client accounts, billing, invoicing, payments, and some light bookkeeping</li><li>Oversee client intake processes, onboarding paperwork, and ongoing client communication through closing out the intake</li><li>Track deadlines, manage calendars, and support document filing and organization</li><li>Communicate with clients, vendors, and third parties professionally and empathetically</li><li>Assist with administrative systems, workflows, and general firm operations</li></ul>Qualifications:<ul><li>High school diploma or equivalent (required)</li><li>Prior experience with administrative and operational support (required)</li><li>Post‑secondary education in business, administration or operations, or legal studies (preferred)</li><li>Prior experience in a law firm or legal services environment (preferred)</li><li>Strong organizational skills, attention to detail, and ability to work independently</li><li>Excellent written and verbal communication skills</li><li>Comfortable handling confidential information and working remotely</li><li>Proficiency with Microsoft Office Suite, calendaring tools, and document management systems</li></ul>Pay: $55,000.00 - $80,000.00 per yearBenefits:<ul><li>401(k)</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Location:<ul><li>Washington State (Required)</li></ul>Work Location: Remote

Legal Office Administrator

CSAA Insurance Group, a AAA Insurer

<div>External candidates: In order for your application to be correctly processed please sign-in before you apply
Internal candidates: Please go to Workday and click &quot;Find Jobs&quot; link under Career
Thank you for considering opportunities with us!
Job Title
Legal Operations e-Billing Specialist - Remote
Requisition Number
R7679 Legal Operations e-Billing Specialist - Remote (Open)
Location
California - Home Teleworkers
Additional Locations
Alabama - Home Teleworkers, Alabama - Home Teleworkers, Arizona - Home Teleworkers, Arkansas - Home Teleworkers, Colorado - Home Teleworkers, Connecticut - Home Teleworkers, Delaware - Home Teleworker, District of Columbia - Home Teleworkers, Florida - Home Teleworkers, Georgia - Home Teleworkers, Idaho - Home Teleworkers, Illinois - Home Teleworkers, Indiana - Home Teleworkers, Iowa - Home Teleworkers, Kansas - Home Teleworker, Kentucky - Home Teleworkers, Louisiana - Home Teleworkers, Maine Home Teleworkers, Maryland - Home Teleworkers, Massachusetts - Home Teleworkers, Michigan - Home Teleworkers, Minnesota - Home Teleworkers, Mississippi - Home Teleworker, Missouri - Home Teleworker, Montana - Home Teleworkers {+ 21 more}
Job Information
CSAA Insurance Group (CSAA IG), a AAA insurer, is one of the leading personal lines property and casualty insurance groups in the United States. Here, every employee shapes our mission. We build innovative, human-centered solutions that help AAA members prevent, prepare for, and recover from life's uncertainties. You will join a collaborative, inclusive culture where your strengths have room to grow and your ideas can drive real impact. Step into a role where you can contribute to our shared success through meaningful work.
We are actively hiring for a Legal Operations Analyst - eBilling - Remote
Your Role: The Legal Operations Analyst I supports the day‑to‑day efficiency of the Claims Law Office and Corporate Law teams. This role works independently to manage and analyze litigation operations, e‑billing, records management, and legal technology initiatives. Building on the Legal Operations Specialist role, the Analyst takes on more complex analysis, drives process improvements, and partners cross‑functionally. The position may also serve as a team lead and requires strong judgment, discretion, and advanced analytical skills.
Your Work:
<ul><li>Lead or assist in the implementation of new systems and tools to support evolving legal processes.</li><li>
Collaborate with internal stakeholders and third parties to research and resolve operational or processing issues.</li><li>
Coordinate cross-departmental projects to ensure timely completion of key initiatives.</li><li>
Review, prioritize, and manage tasks and communications to ensure timely, accurate follow-up.</li><li>
Apply critical thinking to analyze information and make sound recommendations for process improvements or issue resolution.</li><li>
Perform other ad-hoc duties and special projects as assigned.</li><li>
Oversee daily operations of the eBilling system, including invoice submission, review, validation, and approval workflows.</li><li>
Manage onboarding and maintenance of outside counsel firms within the eBilling system, including handling rate submissions as required.</li><li>
Serve as the primary point of contact for outside counsel and vendors regarding billing guidelines, invoice processing, and system troubleshooting.</li><li>
Monitor eBilling queues, resolve exceptions, and escalate complex issues as necessary.</li><li>
Partner with Legal Operations leadership to assess, enhance, and streamline billing processes and system functionality.</li><li>
Maintain updated eBilling-related information on company and/or division intranet sties for others to reference as appropriate.</li><li>
Ensure compliance with corporate billing guidelines and outside counsel engagement terms.</li></ul>
Required Experience, Education and Skills<ul><li>
Associate degree in Business Administration, Legal Studies, or a related field</li><li>
2 years of experience in legal operations, business analysis, legal administration or comparable experience</li><li>
Experience with and strong understanding of legal and insurance terminology and concepts</li><li>
Familiar with the civil litigation lifecycle and principles and practices of legal document processing, filing and recordkeeping</li><li>
Understanding of basic accounting principles, as well as excellent analytical skills</li><li>
Demonstrates a strong work ethic and dependability</li><li>
Strong customer service skills and ability to maintain a positive working relationship with clients, attorneys, and support staff</li><li>
Comfortable working both independently and in a fast-paced team environment</li><li>
Performs a variety of tasks in a timely manner with a high degree of accuracy and attention to detail</li><li>
Sound judgment in balancing urgency, legal risk, and operational capacity</li><li>
Superior problem-solving and troubleshooting skills</li><li>
Skill in documenting procedures, identifying gaps, and improving workflows to increase efficiency and reduce risk</li><li>
Communicates in an effective and professional manner verbally and in writing, with strong proofreading skills and attention to detail</li><li>
Comfortable making calls to and receiving calls from clients, vendors, attorneys, finance partners, claims team members, vendors and/or outside counsel firms and providing information with courtesy, diplomacy and tact</li><li>
Proven experience with legal technology platforms, matter management systems, and document management tools &ndash;experience with TeamConnect, iManage and/or Guidewire a plus</li><li>
Intermediate or higher experience with Microsoft applications including Outlook, Teams, SharePoint, OneDrive, Word and Excel and beginner or higher experience with PowerPoint</li><li>
Proven experience with other legal and office applications, including Acrobat, HotDocs, Dropbox and/or similar programs</li><li>
Ability to serve as initial point of contact for escalations, resolving issues directly or elevating appropriately.</li><li>
Facilitation of team and vendor meetings, including setting agendas, driving action items, and ensuring follow‑through.</li><li>
Working knowledge of electronic billing processes within a corporate legal department, including invoice submission, validation, approval workflows, and payment processing</li><li>
Understanding of outside counsel billing guidelines, rate structures, alternative fee arrangements, and enforcement mechanisms within eBilling systems</li><li>
Ability to manage day‑to‑day eBilling system operations, including monitoring queues, troubleshooting issues, and ensuring timely processing</li><li>
Ability to identify trends in billing inquiries or invoice adjustments and proactively recommend solutions</li><li>
Customer‑service orientation when responding to billing inquiries and resolving issues across multiple stakeholders</li></ul>
What would make us excited about you?<ul><li>
Bachelor&rsquo;s degree in Business Administration, Legal Studies, or a related field.</li><li>
5 or more years of experience in legal operations, business analysis, legal administration or comparable experience</li><li>
eBilling role: Experience managing eBilling systems (e.g., TeamConnect, Legal Tracker, CounselLink, or similar) and outside counsel invoice processing within a corporate or insurance setting strongly preferred</li><li>
Custodian of Records role: Experience responding to subpoenas or other legal requests for records within a corporate or insurance setting strongly preferred</li><li>
Actively shapes our company culture (e.g., participating in employee resource groups, volunteering, etc.)</li><li>
Lives into cultural norms (e.g., willing to have cameras when it matters: helping onboard new team members, building relationships, etc.)</li><li>
Travels as needed for role, including divisional / team meetings and other in-person meetings</li><li>
Fulfills business needs, which may include investing extra time, helping other teams, etc</li></ul>
Why Choose a Career at CSAA IG?
At CSAA IG, we are a mission-driven organization proudly committed to empowering our members, our employees, and our communities to thrive.
Recognition: We offer a total compensation package, annual bonus eligibility for most roles, 401(k) with a company match, and so much more! Read more about what we offer and what it is like to be a part of our dynamic team at https://careers.csaainsurance.aaa.com/us/en/benefits.
Career Growth: We believe in growth for everyone. Here at CSAA IG, leaders and mentors partner with employees to align interests, unlock development opportunities, and support long‑term success.
Flexible Workplace: We embrace a remote-first culture through our Flexible Workplace. Most employees hold Home-Flex roles, working primarily from home, often with the flexibility to work from various locations including CSAA offices. Our flexible workplace empowers you to balance remote work with intentional in‑person moments that deepen connection and collaboration.
Inclusion and Belonging: An inclusive and welcoming workplace is the cornerstone of our success. By fostering an environment where people feel valued and heard, we deepen our ability to understand and meet the unique needs of our members. This strengthens innovation and enhances our products and services, giving us a competitive edge in the market.
Sustainability: As climate change leads to more frequent and severe weather events, we are taking bold action to build more resilient communities and reduce our environmental impact. Submit your application to be considered. We communicate via email, so check your inbox and/or your spam folder to ensure you don&rsquo;t miss important updates from us.
CSAA is committed to providing reasonable accommodations to qualified applicants and employees with disabilities or other limitations. If you would like to request an accommodation to participate in the job application or interview process, please contact TalentAcquistion@csaa.com
If you apply and are selected to continue in the recruiting process, we will schedule a preliminary call with you to discuss the role and will disclose during that call the available salary/hourly rate range based on your location. Factors used to determine the actual salary offered may include location, experience, or education.
CSAA does not provide visa sponsorship for this role. Applicants must have authorization to work indefinitely in the US. Please do not apply for this role if at any time (now or in the future) you will need immigration support (i.e., H-1B, TN, STEM OPT Training Plans, etc.).
CSAA Insurance Group is an equal opportunity employer.
#li-ml1
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The national average hourly rate for this position is $30.03-$33.37. However, we have a location-based compensation structure. Our salary ranges vary and are calculated based on work location. The starting pay range for this position across all the states we hire in is $30.03-$40.10. This role also includes an opportunity for a company-wide annual discretionary bonus, through our Annual Incentive Plan (AIP), of up to 7% of eligible pay.
This job posting will be unposted on Wed, 29 Apr 2026.</div>

Legal Operations e-Billing Specialist - Remote

Jobot

<div>
 Want to learn more about this role and Jobot? Click our Jobot logo and follow
 
 our LinkedIn page!
 
 
 
 Job details:
 
 
 HYBRID Legal Administrative Assistant / Work Life Balance / $$$$ / Amazing Benefits/ Bonuses
 
 
 
 This Jobot Job is hosted by: Haley Lucas
 
 Are you a fit? Easy Apply now by clicking the "Easy Apply" button
 
 and sending us your resume.
 
 Salary: $80,000 - $105,000 per year
 
 
 
 
 
 A bit about us:
 
 
 
 
 Are you an experienced Hybrid Legal Administrative Assistant with a passion for supporting a dynamic team in the legal industry? We are seeking a talented individual who thrives in a fast-paced, challenging environment and has a proven track record of providing exceptional support to a team of attorneys. This is a permanent position requiring a candidate with a solid background in litigation support, document management, court filings, and other administrative tasks. The successful candidate will be proficient in the 3E Elite system, adept at managing attorney billing, and highly skilled in the Adobe Suite and MS Office, particularly advanced PowerPoint. This role also involves making travel arrangements, preparing legal documents, and serving as a backup to the legal assistant.
 
 
 
 
 
 Why join us?
 
 
 
 
 Great 401K
 
 TOP Benefits
 
 Flexible Scheduling
 
 Hybrid Schedule 2 days in the office, 3 days remote
 
 Competitive Compensation
 
 BONUSES!!
 
 
 
 
 
 Job Details
 
 
 
 
 Responsibilities
 
 
 <ul>
 <li>
 Provide comprehensive administrative support to a team of attorneys, including managing calendars, coordinating meetings, and making travel arrangements.
 </li>
 <li>
 Manage attorney billing, ensuring accurate and timely processing of invoices and expenses.
 </li>
 <li>
 Prepare and manage court filings, legal documents, and reports, ensuring all documents are accurate and filed in a timely manner.
 </li>
 <li>
 Utilize 3E Elite for document management, and maintain an organized and efficient filing system.
 </li>
 <li>
 Provide litigation support, assisting with the preparation of case materials and legal research.
 </li>
 <li>
 Utilize advanced PowerPoint skills to create compelling presentations for court cases and client meetings.
 </li>
 <li>
 Serve as a backup to the legal assistant, stepping in as needed to ensure seamless support for the team.
 </li>
 <li>
 Assist attorneys in their daily tasks and projects, providing proactive and efficient aid to enhance productivity.
 
 </li>
 </ul>
 Qualifications
 
 
 <ul>
 <li>
 A minimum of 5 years of experience as a Legal Administrative Assistant or similar role in the legal industry.
 </li>
 <li>
 Proficiency in 3E Elite, Adobe Suite, and MS Office, particularly advanced PowerPoint.
 </li>
 <li>
 Experience with litigation support, court filings, and document management.
 </li>
 <li>
 Proven ability to manage attorney billing accurately and efficiently.
 </li>
 <li>
 Experience in making travel arrangements and preparing legal documents.
 </li>
 <li>
 Excellent organizational skills, with the ability to manage multiple tasks and projects simultaneously.
 </li>
 <li>
 Exceptional attention to detail and accuracy, with a strong focus on delivering high-quality work.
 </li>
 <li>
 Excellent written and verbal communication skills.
 </li>
 <li>
 Ability to work effectively in a fast-paced, deadline-driven environment.
 </li>
 <li>
 Demonstrated ability to work both independently and as part of a team, showing initiative and proactivity.
 </li>
 <li>
 Experience with Efile system is a plus.
 
 
 </li>
 </ul>
 Interested in hearing more? Easy Apply now by clicking the "Easy Apply" button.
 
 
 
 Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot&rsquo;s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.
 
 
 Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.
 
 
 Information collected and processed as part of your Jobot candidate profile, and any job applications, resumes, or other information you choose to submit is subject to Jobot's Privacy Policy, as well as the Jobot California Worker Privacy Notice and Jobot Notice Regarding Automated Employment Decision Tools which are available at jobot.com/legal.
 
 
 By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Jobot, and/or its agents and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here: jobot.com/privacy-policy
 
 
 
 
 
 Want to learn more about this role
 
 and Jobot?
 
 
 Click our Jobot logo and follow our LinkedIn page!
</div>

Legal Administrative Assistant

MILBANK LLP

<div>Overview:
<div>
The Legal Team Assistant &amp; Secretarial Services Coordinator provides high-level legal administrative support to assigned attorneys while partnering with the HR Manager and Associate Director of Legal Administrative Support on the day-to-day operations, workflow, training, and coordination of the Secretarial Services department. This role requires strong judgment, initiative, collaboration, attention to detail, and the ability to balance attorney support with departmental leadership responsibilities.</div>
Responsibilities:
<div>
Legal Team Assistant Responsibilities</div><ul><li>
Provide proactive, high-quality legal administrative support to assigned attorneys and clients, ensuring requests are acknowledged, tracked, completed promptly, and routed appropriately while maintaining ownership through completion.</li><li>
Anticipate attorney and client needs, manage competing priorities, meet deadlines, and collaborate effectively with internal departments including Legal Assistants, Word Processing, Records, IT, Finance, Travel, Mailroom, and the Copy Center.</li><li>
Prepare, revise, proofread, and format legal documents, spreadsheets, presentations, pleadings, blacklines, tables of contents/authorities, pro bono audit responses, and filing materials; coordinate complex document production and notarization as needed.</li><li>
Conduct research using internal and external tools; retrieve legal documents, filings, and related information; provide database support, data entry, and updates to firm systems.</li><li>
Organize and maintain electronic and physical files in compliance with firm policies, including NetDocuments, records retention, client security protocols, and records management requirements.</li><li>
Support matter administration, including new business intake, engagement and outside counsel guideline updates, billing contact maintenance, and related compliance and marketing data.</li><li>
Validate and process vendor invoices, attorney expense reimbursements, and disbursement requests; coordinate with Accounts Payable and other departments as needed.</li><li>
Assist attorneys and the Billing Department with client billing, including pro formas, narrative edits, OCG compliance, time transfers, invoice tracking, collections support, and timely invoice distribution.</li><li>
Manage attorney calendars, contacts, meetings, conference rooms, travel arrangements, itineraries, and expense reports; coordinate court-related scheduling and client-facing logistics as needed.</li><li>
Provide general administrative support, including correspondence handling, mail coordination, phone coverage, visitor reception, and other duties as assigned.</li><li>
Demonstrate commitment to continuous learning, technology adoption, and professional development.</li></ul><div>
Secretarial Services Coordinator Responsibilities:</div><ul><li>
Partner with Manager to resolve work issues and employee conflicts.</li><li>
Partner with Manager to design and implement secretarial/attorney assignments and workflow.</li><li>
Interface and collaborate with other departments, managers, attorneys and LTAs.</li><li>
Assist with collecting feedback from attorneys on performance, including annual evaluation process.</li><li>
Assist with coordinating overflow work requests / arrange overtime coverage.</li><li>
Assist with screening and interviewing candidates; coordinate onboarding process.</li><li>
Provide guidance and mentoring to staff on policies and procedures.</li><li>
Manage tasks related to attorney/team rotations and assignment changes.</li><li>
Support manager with tracking employee attendance, vacation requests and sick days; approve time records in a timely manner.</li><li>
Arrange for and coordinate coverage during extended leaves.</li><li>
Validate, process, and track vendor invoicing.</li><li>
Assist in planning events for Secretarial Services department.</li><li>
Participate in new technology pilots and rollouts; test and troubleshoot new systems; identify issues and recommend solutions.</li><li>
Assess training needs and identify skills or knowledge gaps that need to be addressed.</li><li>
Partner with the Manager to design and develop training programs and materials for Legal Team Assistants.
</li><li>Conduct training for Legal Team Assistants on various workflows and technology tools. Gather feedback from trainees after each educational session.
</li><li>Assist in organizing and maintaining training resources; track training credits in LMS.</li><li>
Assist in development and management of LTA Professional Development Path in LMS.</li><li>
Provide back-up support to Manager during absences which includes recording scheduled/unscheduled absences; distributing schedules; sending out coverage e-mails for absentee secretaries to assigned attorneys/team members; approving PTO (barring any conflicts), etc.</li></ul>
Qualifications:
<ul><li>A High School degree required; a college degree preferred.</li><li>
5+ years&rsquo; administrative/clerical support experience.</li><li>
Administrative support experience in a professional services environment required.</li><li>
Experience working effectively in changing team environments and demonstrated ability to work collaboratively, including having shared responsibilities to achieve single objectives.</li><li>
Experience with effective workload balancing to accomplish multiple tasks, including working cross-functionally with other teams and/or resources.</li><li>
Strong client service orientation.</li><li>
Effective and proactive team player; strong inter-personal skills.</li><li>
Strong written and oral communication skills.</li><li>
Strong grammatical and proofreading skills.</li><li>
Strong attention to detail.</li><li>
Strong organizational skills and ability to prioritize.</li><li>
Ability to meet deadlines and work well under pressure.</li><li>
Ability to think critically and analytically; exhibit sound judgment.</li><li>
Ability to handle privileged, confidential and sensitive information in an appropriate, professional manner.</li><li>
Strong computer/general database skills and proficiency in Microsoft Office (Word, Excel and PowerPoint) and Adobe Acrobat.</li><li>
Strong internet research skills.</li><li>
Ability and willingness to learn new technology and software platforms.</li><li>
Flexible and available to work overtime as needed (includes evenings and weekends).</li><li>
Available to report to work on the regularly scheduled days and at the scheduled hour</li></ul><div>
The anticipated base salary range offered for this role will be between $80,000 to $100,000 and represents the firm&rsquo;s good faith and reasonable estimate of the base compensation range. Actual base compensation will be dependent upon several factors, including but not limited to the candidate&rsquo;s relevant experience, performance, qualifications, degrees, and location, as well as the needs of the firm.</div></div>

Legal Team Assistant & Team Coordinator

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