Office Support
Answer phones/return calls.
Greet CL’s, offer water/coffee, seat in conference room.
Check VM
Check emails – file, respond or print for review (put in pink folder for DS review)
Do basic office errands, order supplies.
Clean office, take trash out when needed, restock supplies.
Recycling
Drafting letters, forms, and more
Scheduling
Manage schedule – keep appts scheduled on CL days.
Schedule appts
Intake process – Initial contact
o Gather CL information (what are CL needs), Create CL contact, create matter, notate the call in the communications tab.
Send out appt confirmation email – intake form, cancellation policy.
Confirmation calls
Set up virtual appt link
Review Intake ppw, scan/file all initial consultation forms, intake forms, signed LSA, meeting notes, CL provided documents.
Contact CL’s for follow up appts/phone calls.
Clients/Paperwork
Organize/Open/Close CL files
File CL paperwork in file cabinet.
Prep files for CL weeks, print intake forms, initial consult form.
Document assembly - Print/organize EP paperwork for appts (sign here stickers, etc.)
Create CL binders and files
Assemble / Scan / Flash Drive
Act as notary or witness when needed
Draft letters for county recorders.
Prepare/Scan/Mail out deeds to county recorders.
Prepare/Scan/Mail out H2O rights to DNRC.
Check mail daily.
Scan all mail, sort, and file to appropriate files.
Bank/Finances
Deposit checks at the bank.
Deposit rent check each month.
Process Client payments in Clio, scan checks, file in accounting
Scan and file receipts in file cabinet.
Check CL matter for unpaid bills prior to final EP pick up, collect payments at time of pick up.
Organize bills, work with legal manager to Pay bills as needed.
Representing the firm to clients: Greeting clients and visitors, answering and directing inquiries, and representing the attorney to clients
Maintaining confidentiality: Maintaining client confidentiality and adhering to legal and ethical standards
