Legal Intake Specialist
Job Title: Legal Intake Specialist
Job Responsibilities and Essential Duties
The Legal Intake Specialist at the law firm is responsible for various tasks that require a high level of accuracy and attention to detail. The primary duties include:
- Working within the Upfront (SAP billing system) daily to ensure that matters are opened correctly in accordance with the law firm's standards.
- Communicating efficiently and concisely with Legal Assistants and Attorneys regarding possible issues related to the matter opening process and following up to obtain complete and accurate information.
- Proactively working with a systems mindset to eliminate conflict issues down the line.
- Inputting new client information and working quickly and accurately to assign case matter numbers so that attorneys can begin billing time to those matter numbers.
- Cross-referencing insurance carrier guidelines and attorney correspondence with clients to ensure assigned case rates are correct and updating rates on existing matters as necessary.
- Clearly and quickly communicating the pertinent details of a case upon request.
- Closing requested matters and monitoring supplemental party request filings.
- Drafting, responding, and communicating with potential clients when necessary.
- Evaluating each intake workflow in Upfront (SAP billing system) and taking an analytical approach to each submission to ensure accuracy and completeness.
- Asking thoughtful questions regarding the facts provided in Upfront to ensure that the information provided aligns with the system’s requirements.
- Working with Conflicts and Billing Teams to ensure matters are maintained as required.
- Building relationships with people in various departments, including Attorneys, Management, and Staff, to ensure proper outcomes.
- Performing other duties as assigned.
Requirements
The role requires a candidate with the following skills and attributes:
- Accuracy and attention to detail, with an understanding of how the role affects the overall system and legal process.
- Ability to multi-task, prioritize, and effectively manage a busy desk.
- Proficiency in data entry, processing, researching, cross-referencing, and validating data.
- Ability to produce accurate work in a fast-paced environment with strict deadlines.
- Maintaining a courteous and professional demeanor with a positive attitude.
- Exceptional written and communication skills, with a track record of error-free communication.
- Ability to work with and maintain confidential and sensitive information.
- Demonstrates consistent focus when managing repetitive tasks.
- Excellent critical thinking and problem-solving skills, with a tendency to think things through before acting.
- Experience in initial case management duties such as setting up initial files, entering data, and obtaining additional information when necessary.
- Comfortable navigating and exploring new computer systems; computer literate.
- Ability to learn quickly and solve problems or navigate unfamiliar systems with little instruction.
Education and Experience
- Bachelor’s Degree Required. A degree in Library Science or other Data Management and research-focused degree programs are preferred, with Business Administration degrees considered.
- Computer savvy with experience in Microsoft Office (Word, Excel, Teams, etc.) required.
- Experience using an SAP-based system with conflict or billing software experience is a plus.
- Knowledge of the administrative legal process in the insurance defense space is a plus.
- Experience providing excellent customer service and understanding good customer service principles.
Salary Information
The position is full-time, with an hourly range from USD to USD.
What We Offer You
The law firm offers a competitive compensation package along with comprehensive benefits, including:
- Medical, dental, and vision insurance.
- HSA and FSA plans available for employees and dependents.
- Work-life balance.
- Generous PTO policy.
- 401K plan including a 3% Employer Safe Harbor contribution.
- Firm-paid life insurance and long-term disability.
- Employee Assistance Program.
- Year-end bonuses and referral fee programs.
Equal Employment Opportunity
The law firm is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. The law firm complies with all applicable federal, state, and local laws. This position is subject to the law firm's drug-free workplace policy, which includes the ability to pass a pre-employment drug screen. Employees may be subject to reasonable-suspicion drug testing in accordance with firm policies outlined in the Employee Handbook.
