Law Firm Administrative Assistant and Billing Specialist

About the Company

Aaron, Riechert, Carpol \& Riffle, APC (ARCR) has been providing legal services to a diverse client base in a broad range of practice areas throughout the Bay Area for over 30 years. With certified specialists in estate planning, probate, and trust law, and experienced and respected real estate and business attorneys, our firm has earned an enviable reputation throughout the region–both with the courts and other attorneys. We seamlessly blend the experience of our seasoned veteran practitioners with talented, younger attorneys to provide our clients with first\-rate legal services. We take great pride in our work and confidence our clients have in our firm and look forward to your contribution to the success of ARCR.

Purpose and Scope

We are seeking a dynamic and detail\-oriented Administrative Assistant and Billing Specialist to join our legal team. This vital role combines administrative excellence with expert billing and financial management, ensuring smooth office operations and accurate client invoicing. The ideal candidate will thrive in a fast\-paced environment, demonstrate exceptional organizational skills, and possess a strong understanding of legal billing procedures, accounting principles, and financial software. This position offers an exciting opportunity to contribute to a professional legal setting while honing your expertise in both administrative support and billing processes.

Work Location and Conditions

This is an in\-person position that will involve working at ARCR's Office located at 333 Twin Dolphin Drive, Suite 350 in Redwood City, CA 94065, which will be scheduled between the employee and the partners based on the firm’s needs. Work responsibilities are typically completed Monday through Friday with some weekend and evening work required throughout the year.

Classification

The Administrative Assistant and Billing Specialist is a full\-time non\-exempt employee of ARCR, is employed at\-will, and reports directly to the ARCR Chief Operating Officer \& Chief Financial Officer. As a non\-exempt employee, the Administrative Assistant and Billing Specialist must receive pre\-approval in writing to work more than 40 hours in any given week and 8 hours in any given day. As an employee of ARCR, the Administrative Assistant and Billing Specialist is subject to the policies and procedures outlined in the Employee Handbook.

Administrative Office Tasks

• Implement and monitor day\-to\-day operational systems and processes that provide visibility into goals, progress, and obstacles for key initiatives.
• Maintain a high degree of knowledge regarding compliance with the rules, regulations, policies, and procedures of the company and use discretion to apply insights to the management of the company’s general and daily business operations.
• Calendar and set up physical and virtual meetings for the firm as needed.
• Maintain office contracts that encompass malpractice, business liability, workers compensation, health care, computer software \& hardware, copiers and internet as well as all online \& print contracts for the legal library.
• Maintain office lease and sublease files, submit work orders for office and correspond with property management if issues arise and submit COI’s as requested by office lease to property management insurance portal.
• Manage attorney State Bar renewals and organize key office information such as attorney/paralegal rates and officer information.
• Responsible for office furniture as needed, and employee appreciation gifts.

Technical Support

• Manage all office equipment services including maintenance and repairs. Ensure equipment is serviced on schedule and manage vendor relationships.
• Open and track tickets for computer issues with Afinety.
• Manage postage usage and ensure funds.
• Work with vendor to maintain ARCR website.
• Work with consultant on 8x8 phone system.
• Work in iManage server to update client matters.
• Oversee software updates with tech providers: Tabs, Hot Docs, Number Cruncher, 706 Program, etc.

Human Resources and Payroll

• Support the Firm’s Human Resources function.
• Oversee setting up files and workspace(s) for new employees; and working with Afinety to verify new employees have correct programs for workspaces.
• ntegrate employees into ARCR’s billing system through timekeeper in Tabs/PM and managing these access groups.
• Process employee payroll.
• Maintain the firm’s 401K program, contributions, tax form 5500 and correspondence throughout year with assistance from Firm’s consultants.
• In coordination with the COO/CFO, manage employee policy deductions for payroll, correspond with ARCR’s account manager with ProCo Insurance Services regarding plan questions as needed and track changes to health costs for payroll.
• Manage VitaCobra by submitting information when employees leave, review monthly reports, and manage employee requests.

Billing/Collections

• Oversee the billing function of the company. Manage the entire client billing process – from editing to mailing/emailing monthly statements.
• Set\-up, open, update, and close client matters and track active matters for billing.
• Enter all client costs for billing and regularly communicate billing information to
• attorneys and paralegals client.
• Develop and implement a policy for the timely collection of account receivables.
• Regularly review and communicate with attorneys regarding account receivable collection.
• Follow up with clients regarding current and past due bills. Utilize a collections process that aligns with best practices for law firm collections.
• Monitor and enter all accounts receivable payments in both Tabs3 billing software and QuickBooks accounting software.
• Track and report on aging and stale A/R.
• Track total amount of collections acquired and written off throughout the year.

Financial Data Entry

• Oversee the purchasing function of the company. Review purchase requests for approval and code all invoices for payment.
• Set\-up new vendor contracts and manage online credit card \& eCheck portal.
• Process and track all client trust account payments and transactions to ensure payment received.
• Reconcile bank statements, post and pay all office bills and handle all check requests.
• Organize partner’s monthly/quarterly and record all payments in an excel.
• Print quarterly tax reports for files and work with bookkeeper and CPA to pay estimated taxes.
• Provide monthly reports (collections, time, AR) to attorneys, associates and paralegals.
• Maintain partnership collection/salary spreadsheet and produce monthly financial reports for shareholder bonus payroll and communicate reports to partners.
• Process HSA payments, send annual 1099's, and balance WageWorks accounts.
• Manage credit card accounting for all seventeen (19\) attorney credit card accounts and the credit card account that belongs to the COO/CFO.
• Track all new assets in Excel and balance purchases with the assets on the balance sheet at year end.
• Track invoices from Amazon or any other company for the annual Use Tax Report.

General Duties

• Manage and support special projects or practice implementations.
• Additional duties as assigned.

Required Skills and Competencies

• Outstanding interpersonal relationship building and employee coaching and development skills.
• Positive attitude with a customer service mindset and ability to relate and interact with diverse clientele.
• Motivated self\-starter who is able to work independently and exercise discretion and independent judgment over matters of significance with minimal day\-to\-day oversight.
• Demonstrate strong writing and oral communication skills.
• Extremely organized and detail\-oriented.
• Exceptional time management and prioritization skills with the ability to multi\-task and balance multiple competing projects and priorities.
• Flexible and strong desire to learn.
• Excellent judgment and sound decision\-making skills.
• Able to work quickly and under pressure.
• Be comfortable navigating responsibilities with limited direction among multiple stakeholders
• Proficient computer application skills including Outlook, Word, Excel, PowerPoint, and additional software applications.
• Strong understanding of billing and collections principles
• Experience with financial software such as QuickBooks, or similar platforms
• Experience will law firm billing practices and procedures
• Proficiency in analysis skills for account reconciliation and account analysis tasks
• Effective negotiation skills for collections or dispute resolution related to billing issues
• Knowledge of telemarketing techniques can be beneficial for client outreach efforts

Required Education/Experience

• High School Diploma, GED Required, Bachelor’s Degree Preferred
• Three (3\) years administrative assistant experience required, preferably in a law firm or legal services setting.
• Three (3\) years of billing and collections experience in a law firm or legal services environment is required
• Bilingual in English and Spanish is a plus

Aaron, Riechert, Carpol \& Riffle, APC (ARCR) is an Equal Opportunity Employer

Qualified Applicants with Criminal Histories will be considered for employment in a manner consistent with the requirements of the California Consumer Reporting Agencies Act.

ARCR encourages all applicants to apply and seeks to hire qualified staff who reflect the rich diversity of the communities we serve. We define diversity in broad terms to include race, ethnicity, nationality, age, gender, religion, sexual orientation, gender identity and expression, disability, geography, socio\-economic status, and other unique attributes that make us who we are.

Pay: $27\.00 \- $36\.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Health insurance
• Health savings account
• Life insurance
• On\-site gym
• Paid sick time
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Administrative Assistant: 3 years (Required)
• Law Firm Billing and Collections: 3 years (Required)

Ability to Commute:

• Redwood City, CA 94065 (Required)

Work Location: In person