Legal Assistant Auditor - Military veterans preferred

Legal Assistant Auditor
March to April 2022
HL Law Group, a merit-driven, client-centric insurance litigation firm, seeks a Legal Assistant Auditor ("LAA") to work with the Manager: Litigation Department, Senior Attorneys and Founding Attorney to ensure that the Firm complies with critical deadlines and responds to incoming correspondence in a timely fashion. The LAA will be pro-active and will work in tandem with all Firm leaders to manage the In-Box and other time sensitive portions of the Firm's docket. LAA will pay close attention to all incoming correspondence and calls and will work diligently to respond initially to requests, questions and inquiry with 24 hours to observe the Firm's "Immediate Response rule." In this way, the LAA will ensure that attorneys are aware of and meet critical deadlines. The LAA will assist with Trial Orders, Appearances, Notices of Availability, Voluntary Dismissals and Pre-Litigation matters.
The LAA will also help the Firm orient new hires and will work with attorneys to introduce new staff to the intricacies of how the In Box is managed, as well as to the procedures related to Trial Orders, Appearances, Notices of Availability, Voluntary Dismissals and Pre-Litigation matters. Whenever a new Legal Assistant, Law Student Intern or Associate is added to the team, the LAA will play an active role in the onboarding process to make certain that each new team member has the understanding of the In-Box and other protocols he or she will need to succeed on the team.
Scope of the Position
This Firm needs an enthusiastic LAA who pays attention to details and understands the importance of responding to court and other deadlines in a timely manner. He or she will also be meticulous about following up on the progress of the Inbox, among other things.
The successful candidate for this role will be careful and resourceful. He or she will be creative about dealing with interruptions to or changes in the process. He or she will notify the Manager if and when an attorney is falling behind on his/her filing obligations and he/she will audit the cases in the docket regularly to detect any irregularities or upcoming conflicts.
The LAA will report directly to the Manager: Litigation Department and will have close working relationships with both Senior Attorneys. The LAA will maintain high levels of professionalism, especially in telephone and email communications, and will be meticulous about updating the Firm's records regarding each and every interaction.
The LAA will also play a hand in onboarding new talent, by explaining his/her activities to incoming hires and by willingly participating in their growth and development on the team.

Key Responsibilities
The LAA will focus on the Service Inbox, Notices of Appearance, Unavailability and Voluntary Dismissal, and Trial Orders as follows:
SERVICE INBOX
â?¢ Review all documents filed in the Firm Service Inbox, save and rename them consistent with Firm Procedures;
â?¢ Email the Case Administrator (Legal Assistant) upcoming deadlines, link expiration dates, and confirm that dates have been entered in TimeMatters;
â?¢ SUMMONS ISSUED â?? When a Summons has been issued by the County Clerk (1) save it to the appropriate L:\ drive \Filed directory, (2) update TimeMatters and (3) send an eMail to the appropriate pre-litigation staff and Manager; and
â?¢ Conduct targeted searches for Case Administrators (Legal Assistants) in the Service Inbox to confirm the filing status of documents.
NOTICES OF VOLUNTARY DISMISSAL
â?¢ On a weekly basis print out Excel spreadsheet detailing which cases are ripe to prepare Notice of Voluntary Dismissal ("NOVD") and Final Disposition forms;
â?¢ Prepare NOVD and Final Disposition Forms* (*Final Disposition form in Collier, Lee, Osceola and Palm Beach counties);
â?¢ After attorney approval, file NOVD and Final Disposition Form through the Florida e-Filing Portal System
â?¢ Save eFiled NOVD and Final Disposition to the appropriate directory in the L:\ drive (E-Filed Directory)
â?¢ Update TimeMatters that the Dismissal and Final Disposition form have been eFiled.
PRE-LITIGATION DEPARTMENT/GMAIL ACCOUNT
â?¢ Ensure all documents are sent to appropriate assistant and assigned attorney;
â?¢ Save documents in L:\ drive in the Gmail (Pre-Lit & Lit Only) folder;
â?¢ Create Gmail folder when necessary;
â?¢ Re-name documents when necessary with more appropriate description; and
â?¢ Determine proper category (Urgent PLO [1] or General Gmail [2]) for Pre-Litigation eMail.
NOTICES OF UNAVAILABILITY
â?¢ Draft the Notice of Unavailability (NOU), with Case Administrator input, in all files designating the filing attorney and counsel of record;
â?¢ Send to Case Administrator (Legal Assistant) for approval;
â?¢ File the NOU via the Florida e-Filing Portal System;
â?¢ Save the eFiled NOU to the appropriate directory in the L:\ drive (E-Filed Directory); and
â?¢ Repeat the process for each and every file.
â?¢
NOTICES OF APPEARANCES/CHANGE OF ATTORNEY
â?¢ Draft the Notice of Appearance (NOA), with Case Administrator input, in all files designating the filing attorney as counsel of record;
â?¢ Send to Case Administrator (Legal Assistant) for approval;
â?¢ File the NOA via the Florida e-Filing Portal System;
â?¢ Save the eFiled NOA to the appropriate directory in the L:\ drive (E-Filed Directory); and
â?¢ Repeat the process for each and every file.
TRIAL ORDERS/UNIFORM TRIAL ORDERS
â?¢ Print out Trial Order;
â?¢ Utilizing www.timeanddate.com, calculate trial deadlines based on the Calendar Call date and the first day of Trial Docket;
â?¢ Note dates on the Trial Order and return annotated Trial Order to Case Administrator (Legal Assistant) to enter in TimeMatters; and
â?¢ Save Trial Order to L\ drive Trial Directory.
Skills & Qualifications
â?¢ Must be 18 years of age or older
â?¢ Bachelor's or Associate degree in a business related field preferred
â?¢ Prior experience working in a law office or legal setting (experience in the property damages insurance field preferred)
â?¢ Proficiency in Time Matters or any such other legal-based case management system
â?¢ Enthusiasm about HLLG and the ability to communicate this to the public at large
â?¢ Willingness and ability to mentor and train others and to integrate them on the team
â?¢ Can-Do attitude to problem-solving
â?¢ Meticulous, proficient organizer
â?¢ Polished telephone demeanor; exhibits professionalism and courtesy
â?¢ Good judgment, strong people skills and patience
â?¢ Respect for deadlines and impulse to take ownership of all projects
â?¢ Ability to document, report and analyze the source of recurring questions
â?¢ Persistence, focus and creativity
â?¢ Excellent verbal and written communication skills
â?¢ Appropriate sense of humor
â?¢ Language skills in Spanish a plus
â?¢ Microsoft suite of services: Word, Outlook PowerPoint, Excel


Compensation
HL Law Group offers competitive salaries, tailored to each candidate's prior earning history, credentials and HLLG role. The Firm relies on industry research and salary surveys to develop consistent guidelines, while retaining flexibility to address individual needs.

Benefits
HLLG fulltime employees are eligible for dental, vision and general health insurance from national providers, once they have successfully completed the initial 90-Day Orientation Period. The Firm covers a portion of the costs associated with this coverage. This year, the Firm has initiated the process to have a 401(k) program in place and HLLG continues to explore firm-wide programs that will address child, elder and mental care needs specifically. The Firm does, however, reserve the right to withdraw, amend or otherwise alter its benefits, consistent with business needs.

HLLG's Culture
HLLG has developed a culture defined by high productivity and standards. This Firm invites energetic, can-do professionals to join its teams. Our focus on professional excellence, health, balance and kindness reflect core values. We support team members who communicate effectively, encourage others and seek to continuously improve. We seek those who will help us to build a respectful, welcoming work environment that celebrates excellent output.

We encourage positive communications, in particular our interactions with clients and work colleagues. We respond immediately to emails and telephone calls to cultivate strong, respectful relationships. Except for medical leave and court appointments, our team works on site at our state-of-the-art offices located in Oakland Park, Florida.

COVID Policies
The Firm recommends that those who feels unwell stay away from work, until the source of the illness has been confirmed by a medical practitioner. Likewise, the Firm recommends pro-active approaches to COVID management including, but not limited to, wearing a mask in public places, frequent hand-washing, social distancing and maintaining clean work spaces. HLLG prides itself on keeping up with CDC guidelines and suggestions; it governs itself accordingly. Those who test positive for COVID must present written confirmation of COVID-free status before returning to work. The Firm encourages those eligible for vaccine to follow best practices and to administer initial vaccinations and boosters needed to minimize the COVID risk.

Application Process
Kindly send your resume to KAlphonse@HLLawGroup.com