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Office Assistant

2 months ago

Plymouth, United States Lexitas Legal Full time

Office Assistant / Process Service Specialist 3141 Fernbrook Ln N, Plymouth, MN 55447, USA Req #148 Monday, July 22, 2024 SUMMARY: The Office Assistant/Process Service Specialist is accountable for providing a positive client experience through daily email correspondence and management of data entry requirements. Process Service Specialist receives emails from new and existing customers. This position is responsible for the onboarding of new clients into the various systems. This position will also engage with specific job requests, and the coordination of job fulfillment across departments. This position will receive and submit client orders and confirmations, update customer preferences, enter new client/firm details in database, upload order and liaise with other departments as assigned. ESSENTIAL FUNCTIONS : Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Accountable for providing clients with service excellence through hyper-responsive replies to client emails and accurately capturing job details that include, but are not limited to, direct/specific billing details, preferred service and product requirements, additional parties associated with case or job. Manage data entry requirements; including entering notices, new attorneys/firms, resources, locations and client preferences. Responsible for timely send out of daily job entries. Assist with coordinating and scheduling locations for deposition services. Monitor resource back log and jobs in progress, update with status notes and provide updates as directed. Assist sales team by providing information pertaining to new leads and/or potential client concerns. Correct and modify inaccurate information as requested. Runs, monitors, and distributes reports pertaining to job execution for clients. Ensures billing is accurate and sent to management for approval of specific, outlying jobs. Assists with call Que when needed. Actively demonstrate company values of SPIRIT. May participate in on-call duty after hours and on weekends. Safeguards confidentiality of the medical records and complies with all local, state, and federal laws pertaining to medical records. Assures compliance with all HIPAA regulations concerning use, retrieval, storage and sharing of medical records. Other duties as assigned. COMPETENCIES, SKILLS AND ABILITIES Strong attention to details, efficient and highly organized. Demonstrate a strong attitude with the ability to adjust to changing priorities Able to quickly and accurately type and enter data. Ability to work with deadlines and work well under pressure. Knowledge of touch-typing system preferred. Must have strong written and verbal communication. Familiarity with deposition notices a plus. Flexible schedule and availability to work occasional overtime as required. Excellent Customer Service skills, with an upbeat and positive attitude. Take ownership and accountability, as well as manage internal and external expectations. Adheres to compliance policies. Constantly strives to achieve excellence in day-to-day operations of respective department. Strong sense of integrity, initiative and extraordinary teamwork aptitude. Exhibits company’s values of SPIRIT on a consistent basis. Ability to multi-task. Accepts direction well. Works collaboratively with all members of management to resolve departmental and organizational challenges. expeditiously, economically, professionally and with minimum disruption to the practice. Excellent attendance and punctuality. General computer skills (Outlook, Word, Adobe Acrobat, Internet Explorer, Windows.) EDUCATION / EXPERIENCE High school diploma or equivalent required. Legal terminology preferred, but not required. A minimum of 1-year experience in the litigation service or customer service fields Adheres to compliance policies. Constantly strives to achieve excellence in day-to-day operations of respective department. Works collaboratively with all members of management to resolve departmental and organizational challenges expeditiously, economically, professionally and with minimum disruption to the practice. Team player approach SUPERVISORY RESPONSIBILITIES This role is not a supervisor position. LANGUAGE SKILLS Ability to effectively present information and respond to questions from internal and external customers whose first language is English. CERTIFICATES, LICENSES, REGISTRATIONS None PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, type and use mouse; reach with hands and arms; and talk and/or hear. The employee is required to sit for extended periods of time. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee regularly works in an office environment in a clerical environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. TRAVEL REQUIREMENTS No travel is expected for this position. OTHER DUTIES Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to the job at any time with or without notice. AAP/EEO STATEMENT Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender expression or identity, sexual orientation or any other legally protected status. EOE Employer/Vet/Disabled If you require reasonable accommodation in the application process, please contact Human Resources at HRDept@lexitaslegal.com for assistance. All other applications must be submitted online. Other details Pay Type Hourly Min Hiring Rate $16.00 Max Hiring Rate $19.00 3141 Fernbrook Ln N, Plymouth, MN 55447, USA