Administrative Assistant II

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JOB RESPONSIBILITIES

• Coordinate the setup and administration of new litigation and non-litigation matters.
• Prepare attorney engagement materials and facilitate onboarding of outside counsel.
• Manage legal billing through multiple e-billing platforms, including invoice review, routing, approvals, and payment tracking.
• Coordinate with internal departments and third-party administrators to resolve billing, payment, and system issues.
• Track legal settlements, verify supporting documentation, coordinate required tax forms, and monitor payment status through completion.
• Serve as a primary point of contact for internal clients, outside law firms, and vendors regarding legal operations and administrative support in connection with billing.
• Prepare monthly accrual reports, legal spend reports, and other operational reports for leadership.
• Support compliance with internal controls and SOX requirements.
• Review financial data and reports to identify coding or accounting discrepancies before processing.
• Assist with vendor onboarding, user account administration, and system access for legal technology platforms.
• Maintain electronic legal files and ensure accurate document management.
• Provide training and guidance to team members on billing procedures and department systems.
• Support special projects and perform other administrative duties as assigned.

Qualifications

• Experience with legal billing, invoice processing, or financial administration preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Advanced proficiency in Microsoft Office, particularly Excel.
• Experience working with legal operations, e-billing, or document management systems is preferred.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while collaborating effectively across departments.

Education:  

• High School Diploma or equivalent required

Experience:

• At least five (5) year’s administrative assistance experience with progressively more responsibility as well as self-managing workload to achieve expectations

Knowledge, Skills & Abilities:  

• Advanced Excel (conditional formatting, pivot tables, graphs) and Power Point skills to produce executive level high quality documents

• Proficient MS Office and Word

• Ability to keep confidential or proprietary knowledge to one’s self