Job Description
Job DescriptionDescription:
Ritsema Law, a multi-state workers’ compensation insurance defense law firm providing representation to clients in Colorado, Wyoming, Utah, and Arizona, is seeking a full-time Litigation Support Assistant for its Fort Collins location. This role performs a variety of clerical, record-keeping, and customer service tasks to assist with the organization's smooth operation. This is an immediate opening for the right person. This position is part of our essential staff and is on-site Monday through Friday, 8 am-4:30 pm. We offer excellent benefits and a casual work environment!
RITSEMA LAW LLC
JOB DESCRIPTION
JOB TITLE: Litigation Support Assistant (LSA)
CLASSIFICATION: NON-EXEMPT / ESSENTIAL
IMMEDIATE SUPERVISOR: Christine M. Kruppa
Position summary:
The Litigation Support Assistant (LSA) ensures smooth daily office operations by performing various clerical and administrative tasks. This position involves managing incoming phone calls, greeting visitors, and handling mail and fax communications. The LSA is responsible for maintaining office organization, managing supply inventories, and ensuring all equipment is well-maintained.
Additionally, the LSA provides vital support to paralegals and/or attorneys by assisting with various file/document management requests, including printing and uploading documents, medical records, and preparing IMEs. Strong communication skills are necessary to liaise with external parties such as medical providers and third-party billers and assist with various non-billable/billable tasks.
This position requires an organized, proactive individual capable of multitasking and managing a wide range of office duties.
GENERAL:
- Reports directly to the Firm Administrator (FA)
- Is part of the essential staff and is required to be on-site Monday–Friday during Core Hours (9 AM-3:30 PM)
- Provide back-up support to Legal Assistants when they take Time Off or as needed
- Complete all non-billable tasks as assigned by the paralegal or Attorney
- Assist with specific billable tasks only as directed by a paralegal or an Attorney
- Assist with additional projects as assigned
- Assist with coordinating your office location events with firm events on an as-needed basis
OFFICE & OPERATIONS:
- Maintain general upkeep of the office
- Make coffee, stock the fridge, run the dishwasher as needed, keep kitchen clean, etc.
- Keep the office tidy, ensure paper is stocked in the large printer (MFP), dispose of items to be shredded into the large DocuVault shred bin, etc.
- Ensure office equipment is in complete operating order
- Track ink toner cartridges for MFP, ensuring stock is available when low
- Purchase/download postage to the postage meter and order postage labels as needed
- Communicate with building management when needed
- Submit maintenance or service requests as directed by building management
- Greet visitors
- Answer incoming calls via Zoom Phone and transfer appropriately
- Check mail and faxes; process/distribute daily as required
- Order USPS supplies, ensuring stock is available (Certified Mail Receipt Forms, Domestic Return Receipt Forms)
- Copy/save/upload CDs
- Prepare outgoing mail as needed and take it down to the USPS/FedEx/UPS drop boxes daily
- Order office and kitchen supplies monthly via Staples Advantage
- Maintain the supply inventory list
- Submit the order for approval within Staples Advantage, and notify the Assistant to the FA/HR Coordinator that the order has been submitted
- Track/manage RL building access badges (if applicable) for your office location: building access, parking, and gym
- Ensure employment posters are updated as needed and posted in the workroom/common area
- Attend Emergency Coordinator/Floor Warden training for your building location (if applicable), maintain emergency evacuation plan and materials as required; distribute to all office employees as needed
- Notarize documents when needed/requested
ADMINISTRATION:
ATTORNEYS
- Order attorney lunches when requested
- Assist in making reservations for client lunches as needed
- Submit receipts/requests for reimbursement via HomePlate
- Complete dictation/transcription if requested, utilizing Philips, Dragon, or similar program
- Assist with various requests regarding file management/document processing
PARALEGALS
- Maintain files per paralegal instructions
- Complete all non-billable tasks
- Send, receive, and scan mail & notify Attorneys and paralegals
- Send initial record requests; conduct follow-up, and bill for record requests
- Contact Medical Providers/3rd party billers regarding record request invoices
- Pay invoices as needed/requested
- Provide assistance to distribute imaging/documents via CD/flash drive
EXPECTATIONS:
- Expected to adapt to various requests for assistance as needed.
- Expected to follow the policies & procedures as outlined in the employee handbook for non-exempt employees
Requirements:
Responsibilities include, but are not limited to:
· Open and close the office daily
· Assist Paralegals with IME Packets, DIME Packets, and Hearing Exhibits
· Manage conference Room Schedule
· Providing backup support to Legal Assistants during their time off or as needed
· Assisting with specific billable tasks only as directed by a paralegal or an attorney
· Coordinating your office location's events with the firm's events as needed
· Performs other related duties as assigned
The right candidate for this position possesses the following experience and skills:
· Professional personal presentation and telephone demeanor
· Strong attention to detail, organizational skills, and the ability to multitask
· Computer skills and experience with Microsoft Word and Outlook required
· Customer service oriented, organized, and reliable
· Ability to work well under pressure
· Basic understanding of office equipment
· Basic understanding of clerical procedures and systems, such as recordkeeping and filing
· Ability to work independently and identify and solve problems
· Ability to organize and prioritize work
Education and Experience:
· High school graduate.
· 1 year of clerical work experience preferred but not required
Physical Requirements:
· Prolonged periods sitting at a desk and working on a computer
· Must be able to lift up to 15 pounds at times.
Benefits:
· Salary range for this position is $36,000 - $43,000/year, depending on experience
· Health Insurance (2 of our 3 plans are 100% paid for employees)
· Dental & Vision Insurance
· Voluntary Life, AD&D
· HSA
· Medical and Dependent Care FSAs
· 401 (k) & Profit Sharing after eligibility period
· PTO & Vacation