Cooley, Cooley & Foxx, Inc., a Burlington, Vermont law firm, seeks a part-time Legal Assistant & Billing Coordinator to join its active, growing, and collaborative workforce. We are seeking a dedicated, detail-oriented professional with administrative and/or billing experience to join our dynamic legal team, which provides high-quality legal services in the areas of civil litigation, real estate, and general practice. We pride ourselves on maintaining a professional yet collegial work environment where every team member plays an important role in our success.
Position Overview:
We are seeking an organized and dependable individual with administrative and/or billing experience to support the Business Operations Manager and the firm’s Managing Partners, attorneys, and paralegals, while assisting with the day-to-day administrative and billing operations of the firm. This position provides administrative and billing support, assists with accounting-related activities, and helps coordinate daily office logistics. The ideal candidate is organized, dependable, service-oriented, and attentive to detail. This person takes pride in completing tasks accurately and timely and enjoys supporting a busy professional team. This role is central to supporting the Business Operations Manager and helping our office run smoothly and efficiently. Training will be provided.
Key Responsibilities:
· Legal Administrative Support: Provide administrative support to the Business Operations Manager, attorneys, and staff; assist with scheduling, correspondence, document organization, daily filing, paper file creation, clerical legal support, and other general office needs.
· Billing Support: Assist with conflict checks and the opening of new legal matters in the firm’s billing software (Soluno), including creation and organization of electronic and physical files. Assist with entering attorney edits during the firm’s monthly billing process. Support the Business Operations Manager with insurance billing activities, including compiling and submitting billing appeals and entering budgets into insurance-company billing portals.
· Accounts Payable Support: Assist with scanning and organizing invoices and saving case-related expenses to the appropriate electronic folders. Identify expenses that meet established criteria for direct payment by insurance companies and forward them for processing. Follow up with vendors regarding payment status and, when appropriate, communicate with insurance adjusters regarding outstanding direct-pay expenses.
· Vendor Support: Assist the Business Operations Manager with coordination involving office vendors, the firm’s third-party IT and telephone providers, and building management. Provide administrative and logistical support for employee onboarding and offboarding.
· Office Event Planning: Support the Managing Partners and Business Operations Manager with planning and coordinating firm events, including the summer party, holiday party, and other office gatherings.
· Client Reception & Conference Room Coordination: Greet clients and other visitors in a hospitable and professional manner. Coordinate conference-room scheduling and ensure meeting spaces are prepared before meetings and organized following use.
· Office Equipment & Restocking: Help maintain office equipment and supplies, including restocking copier and postage-machine supplies and performing routine maintenance of shared office equipment, such as descaling the coffee maker.
· Mail, Elevator, & Supplies: Obtain, sort, and route incoming mail; unlock elevator each morning, assist with ordering, tracking, and organizing office supplies; and help maintain the supply closet, kitchen, and other common office areas based on office needs.
Qualifications:
· Strong organizational skills and the ability to manage multiple tasks and priorities
· Exceptional attention to detail and commitment to accurate, timely completion of work
· Strong verbal and written communication skills
· Proficiency with Microsoft Office Suite and Adobe software
· Professional demeanor and commitment to maintaining confidentiality regarding client, case, personnel, and firm matters
· Dependable, collaborative, and service-oriented approach to work
· Previous experience in a legal, professional-services, billing, accounting-support, or administrative position preferred
· Ability and willingness to learn new software, systems, and office procedures
Compensation & Benefits: This position will initially be for 18 hours onsite per week, with the option of three (6 hour) days per week OR four (4.5 hours) days per-week, classified as hourly and non-exempt.
· Starting wage: $28.00 per hour
· Paid parking in downtown Burlington
How to Apply:
Please submit a cover letter, resume, and list of professional references by email to sshahla@healaw.com.
