Administrative Associate (Legal Services)

The Administrative Associate provides a variety of administrative support functions to a site office and/or client which may include tasks such as expense reports time entry invoice entry calendar and phone management and opening client matters.  

• (* denotes an essential function)

• Perform work in administrative support including but not limited to answering phone lines providing customer service editing/transcribing documents data entry for expenses/time/invoices/other 

• Communicate with team members lead supervisor or client on job or deadline issues 

• Interact with clients over the phone via video or electronically

• Prioritize workflow 

• *Work with internal and client teams/departments

• *Perform minimal analytical related assignments

• *Generate and disseminate billing information and correspondence

• *Prepare and distribute client reports and information

• *Maintain spreadsheets and track results and activities

• *Support departmental initiatives and projects

• *Ensure all client specific needs are met regarding billing processes alternative billing arrangements etc. while adhering to Williams Lea policies.

• Perform other duties and special projects as assigned

• Work collaboratively with departments manager to support e-billing systems by adding/removing user accounts resetting passwords assigning proper security levels entering budgets status reports and matter profiles in various sub-systems

• Pulling expense backup for billing and collection team (concur psship)

• Track insurance matters for recaps

• Manually edit invoices to reflect finalized insurance adjustments 

• Review client billing notes 

• QC invoice delivery

• Manage invoice delivery folders for kick outs

• *Act as liaison between billing attorney/secretarial staff and clients staff assigned to electronic billing by providing expert level subject matter support

Working conditions

• Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site.

• Ability to work overtime as needed.

• Work is performed in a professional work environment and/or work from home setting.

• Business casual and/or professional attire required. 

Qualifications :

Job qualifications

• High school diploma or equivalent education

• Minimum (1) year administrative support experience in a professional organization preferably in the legal or banking industry.  Formal education and/or training may be considered in lieu of experience.

• Skilled in the use MS Office software (Word Excel PowerPoint); strong keyboarding and typing skills. Basic knowledge of Microsoft Office suite

• Familiar with other software programs for providing administrative support  

• Strong attention to detail with emphasis on accuracy and quality; able to coordinate across the team and work on multiple projects simultaneously while ensuring quality results. Excellent organizational skills

• Ability to meet deadlines and complete all projects in a timely manner

• Ability to handle sensitive and/or highly confidential documents and information with professionalism and discretion

• Ability to exercise good judgment to make decisions that conform to business needs and policy

• Good problem-solving skills with the ability and understanding of when to escalate a problem to a supervisory level

• Ability to maintain professional composure when working with immediate deadlines 

• Ability to work both independently and collaboratively as part of a team 

• Ability to work in a fast-paced environment

• Ability to communicate professionally both verbally and in writing

• Demonstrate proficiency in using equipment/technology/software and hardware necessary to perform job functions

• Must be self-motivated with a positive attitude

• Proven customer service skills are required to create maintain and enhance customer relationships

• Multi-task use time efficiently and perform professionally and at a high level under tight deadlines and in a fast-paced ever-changing work environment and successfully prioritize and adapt to changing demands

Supervision

• Number and title(s) of direct reports (if any): N/A

• Received: Financial Support Services Supervisor Supervisor Manager

Job relationships 

• Internal: This position works closely with Billing Analysts and the Financial Support Services team

• External: Clients

Additional Information :

The rate of pay for this role at the noted RRD location is $20.34 to $23.70 / hour. Typically roles follow step progressions to a target rate or set increments over time. Depending on the role in addition to the hourly rate of pay the total compensation package may also include overtime shift differential call-in and/or stand-by pay. RRDs benefit offerings include medical dental and vision coverage paid time off disability insurance 401(k) with company match life insurance and other voluntary supplemental insurance coverages plus parental leave adoption assistance tuition assistance and employer/partner discounts.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

RRD is an Equal Opportunity Employer including disability/veterans

Remote Work :

Yes

Employment Type :

Full-time