Legal Assistant Office Manager

4 weeks ago

Mill Valley, United States The Zinn Law Firm Full time

The Zinn Law Firm is seeking to hire an Office Manager for immediate hire. The ideal candidate has a minimum of 3 years’ experience working as an assistant, secretary, or office manager in a legal setting, but otherwise qualified candidates with less or different experience will be considered.

 

The Zinn Law Firm is widely regarded as one of the top boutique injury firms in the Bay Area, representing plaintiffs in personal injury and medical malpractice lawsuits. Our team currently consists of two attorneys and three paralegals.


Primary Duties:

  • Requesting and obtaining client medical records through direct requests and/or by placing orders with a vendor, with follow up;
  • Providing administrative and secretarial support to the firm’s attorneys and staff;
  • Responsibility for tracking and paying all case-specific and general office invoices, including using QuickBooks to write checks and generate relevant cost reports and working with the firm’s bookkeeper to ensure accurate firm accounting;
  • Primary responsibility for answering the phone and routing calls;
  • Performing potential client intake interviews and drafting potential case write-ups for attorney review;
  • Calendaring legal deadlines with the assistance of the paralegal team;
  • Drafting Case Management Conference (CMC) Statements and other basic legal documents;
  • Opening the firm’s physical mail, and scanning and saving all documents into the firm’s electronic filing system;
  • Maintaining the firm’s paper filing system;
  • Filing documents in state and federal courts by e-filing and/ or placing filing orders with vendors (i.e. One Legal, File & Serve Express, Pacer/ECF, etc.);
  • Ordering Service of Process;
  • Working with the attorneys and paralegals to ensure compliance with the California Rules of Court, Code of Civil Procedure, and Local Rules (particularly with Alameda, San Francisco, and Santa Clara counties) for filings and attorney appearances;
  • Communicating with and obtaining information from existing clients; and
  • Assisting the paralegals and attorneys with other tasks as needed. 


Qualifications:

We are looking for someone with a minimum of 3 years of experience providing administrative support in a small or medium-sized litigation firm, and preferably a firm that focuses on personal injury, though we are also open to candidates with relevant experience in other areas of the legal profession.

 

We are looking for someone who wishes to grow with our firm and become a long-term member of our team. Strong writing and communication skills are a must. The ideal candidate is bright, ambitious, well-organized, and willing to work under tight deadlines. The ability to multi-task and to work efficiently and autonomously are also required. Familiarity with QuickBooks, other accounting software, and experience with check-writing and light bookkeeping will be very helpful. Fluency in a second language widely used in the Bay Area would be a bonus, but it is not required. Candidates must have familiarity with Microsoft Office Suite (Word, Outlook, Excel), Adobe Acrobat, Dropbox and other basic computer software. We are supported by a contract IT professional, but the ability to solve basic IT and software problems is a plus. Our firm does not currently use a calendaring or law firm management software, so candidates must have the ability to work collaboratively with the paralegals and attorneys to ensure all deadlines are properly calendared according to our firm’s established protocols.

 

Firm Culture:

We offer a small firm work culture that emphasizes collegiality, professionalism, and mutual respect as we work together to help our clients. We take a strong interest in each other's professional development and value the relationships fostered with our colleagues, opposing counsel, judicial officers, and others to achieve the best outcome for our clients.

 

Our office is located in Mill Valley, CA, right off the Seminary Drive Exit of Hwy. 101. We are in a large suite with spectacular water views of Richardson Bay and Mt. Tamalpais. We share the space with two other personal injury law firms who have been friends for a long time, promoting a collegial office environment. A hybrid work schedule is available, with an in office requirement of three days per week for the office manager position.

 

Compensation:

Pay range is $30-35 per hour depending on experience and qualifications. This is a non-exempt position, so overtime is paid at a rate of time and a half. Periodic bonuses can also be earned depending on the individual’s and the firm’s performance.

 

If you wish to apply, please email your resume and cover letter to: hiring@zinn-law.com. All initial interviews will be conducted via Zoom.

 

Thank you for your interest in becoming part of our team

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