Full-time Legal Assistant for Law Firm in California
Dear Virtual Latinos,
We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of a new client.
Client & Short Job Description:
The law firm is made up of a family of lawyers. A husband, wife, and brother-in-law.
They offer workers compensation and injury law. 90% of their clients are farmworkers and blue-collar workers (bus drivers, workers, steelworkers, farmers, etc.) who get injured at work. They do a lot of Ads in the central valley of California, as well as in Los Angeles. The company has been in business for 25+ years. Most of their practice has Spanish-speaking clients, and their goal is to provide them with the help they need to get the benefits from any injuries at work, or elsewhere.
The team is made up of 3 lawyers, a law clerk (legal work, writes briefs, etc), an intake person to take calls and new clients, and two assistants and a file clerk. They’re looking to hire a third assistant for their team, to continue to help their team grow.
Job Highlights: Why should you apply?
– Ideal job for a very organized and detail-oriented VA
– Great opportunity to work with a family law firm looking for growth
– Opportunity to work communicating with the law firm’s clients who are mainly Spanish speakers
DEADLINE TO APPLY: You must apply by Sunday, May 9th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Tuesday, May 11th, 2021.
Tasks required for the job
1. Answering the Phone & Taking Messages
– The client gets 40-50 calls/hour, most are answering by the two other assistants, but if needed, the VA hired would also help with taking calls
– The VA would take the call, take notes/messages, and/or look up info about the client and share it with them, and provide updates
– The VoIP software they call is Extenda/Zultys
– The VA will also transfer calls as needed, notify the lawyer when needed, etc
– Answer calls and ask for client’s information, finding out who they’d like to speak with, etc.
– Transfer the call to the correct person, if not available then take a message
– Answer inbound calls from potential clients and leads
– Make two types of outbound calls A) Call potential leads from a list, and B) Follow-up calls
– The VA may also need to send the client an SMS and email to follow-up, through an internal software
2. Client Communication, Support & Follow-ups
– The VA will help answer questions for clients if they can, and/or provide updates to each client’s cases
– Most of the staff in the office has worked for 10+ years in the office, so the VA will need to learn a lot from the existing staff
– Answer simple questions if a client calls and asks for an update about a case, court dates, etc.
– If the client asks a law-related question, take a message and/or forward the question to the right paralegal or attorney
– Follow up with clients to make sure the law firm has all the necessary documents, info, and details they need to build their case and submit it to court
– When clients need to make payments, the VA would need to make sure clients pay their bills
– Write monthly letters to clients with a general update on their case
– Take credit card payments over the phone
3. General Admin Tasks
– Preparing emails
– Helping setting up files/documents for the court
– Small admin tasks related to preparing cases, etc
– Help with filing mail that was received in paper and scanned. The mail has to be filed into the correct digital client folder. May involve using Dropbox, Google Drive, etc.
– Help with email-related items.
– Help the law firm develop, create, and document the company’s SOPs (standard operating procedures)
– Write short articles about clients’ stories/cases or legal related topics
– Prepare office reports
– Keep the referrals and partners up-to-date on what happened to clients referred by them
– Improve and organize the documents library, which includes a variety of legal documents, questionnaires, templates, etc.
– Manage online documents, including editing/labeling documents correctly as needed, and/or changing document names
4. Calendar Management & Appointment Setting
– The VA will help schedule depositions with clients, and other appearances as needed
– Whenever scheduling is needed, the new VA will help take care of it.
– The bookings are done within Merus web (https://meruscase.com), a legal management system, where the VA would do all the appointments
– Help the law firm’s staff and/or CEO manage his calendar appropriately
– Schedule appointments with clients, and/or clients with other staff using the calendar, as necessary
– Save the appointments into Google Calendar, or any other calendar management system
5. Follow-up with Clients
– Follow-up to let clients know an update about their cases status, results, etc
– The VA will also help translate anything to Spanish-speaking clients as needed as part of their follow-up process
– VA must constantly follow up with clients to make sure the law firm has all the necessary documents, info, and details they need to build their case and submit it to court.
– VA must follow up over the phone, text message, email, Whatsapp, or whatever is necessary to get the info they need from each client. This may include booking calls and/or appointments with clients, adding them to a calendar, AND then again following up to make clients shows up
– No need to translate documents from English to Spanish
– The goal is just for the VA to do an informal translation when speaking to clients on the phone, or by email
– Translations for birth certificates and other documents
– Translations of various documents from Spanish to English
– Translations of client’s conversations or declarations into English
7. Medical Treatment Assignment
– Help schedule medical appointments for the clients
– Help clients book appointment with a doctor or correct medical provider
– Work with existing doctors, hospitals, and providers and/or search for new ones as needed
– Find out the medical cost for the client, in order to find out what the “damages” are, which will be part of the case
8. Managing Claims with Insurance Companies
– Manage claims by calling insurance companies,
– Getting authorizations for insurance money, treatments for medical, etc
– Everything else from PDF notes
– Call insurance companies to make a claim
– Use resources and complete scripts to make such claims
– Set up new cases for new clients, so they can gather all the necessary info from each client before they start a claim
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
This client is also looking for these requirements:
A) Communication & Language
– Excellent written English and Spanish skills. Must be able to draft and send emails and messages to clients.; Excellent verbal English and Spanish skills. Must be able to communicate clearly and effectively;
– Comfortable with making calls and know how to properly communicate with clients.; Great customer service skills. Must be super friendly and personable on the phone.;
– Have great “emotional intelligence”, who can understand each customer’s situation.
B) Creativity & Proactiveness
Self-starter, proactive and innovative.; Someone who can work independently, resourceful to find things on their own.; Not afraid to ask questions, know when to ask for help when needed.; Take ownership, have a great attitude to get things done.; Must know how to propose solutions to problems and be super helpful.
C) People & Relationship
Easy to speak with and a good listener.; Great customer skills. Really good with people and friendly.; High Interpersonal skills positive and with a good sense of humor.; Must be able to separate “Business from emotions” as clients can get very passionate, and it’s important for the VA to remember that in the end, it’s just work.; Someone very patient, who could calm and make other people feel at ease under stressful situations.
D) Work Load & Stress Management
Able to manage stressful situations without affecting them on a personal level.; Must be extremely organized and detail-oriented.; Comfortable with a fast-paced and changing environment.; Should be smart and a great problem-solver.; Should be very hard-working, comfortable with having a lot to do all the time.
E) Technology & Software
Computer savvy, able to teach systems and software to others.; Knowledge or willingness to invest time in training themselves on the different platforms of the business.; Should have experience with Microsoft Excel and the overall Microsoft Office.
F) General Law
Have self-motivation rather than specific legal background/experience.; Willing to represent the company, his/her approach should be friendly and supportive.; Comfortable with talking to clients and listening to their stories.; Empathetic, and zero-judgmental.
IDEAL, but not required:
Someone with previous experience in Law Firms or related.
– Schedule: Monday – Friday 8 am – 5 pm PST, with a 1-hour break
– Hours: 40 hours/week
– Pay: $5-7/hr Full-time. Rates are depending on your experience, determined by Virtual Latinos.
Interested in applying for the job? READ THIS CAREFULLY:
Make sure you have signed the acknowledgment form (click on the link), before submitting your proposal. You should have signed it before being an official VL member, if you haven’t, go ahead and do it now. We won’t schedule interviews with VAs that haven’t signed the form.
Important Communication Info:
If you are interested in applying to this position, make sure you are active on Telegram. It is the only means of communication between the Recruitment team in Virtual Latinos and the assistants to be called for an interview. Make sure you receive the good news! If you haven’t already, fill out this form to make sure we have a record of your Telegram username.
If you are not active on Telegram, your proposal will be dismissed.
How to send a good proposal?
Please apply through this Virtual Latinos platform, and include:
1) 1-2 short paragraphs introducing yourself, where you’re from, what you studied, and general work experience, and explaining why you believe you meet the requirements of attitude and skills?
2) Provide us with specific details of your past experience and skills related to each of the task categories mentioned above. The format of this section should look like this:
Main Job Tasks Experience:
1. First task category name from above goes here
– I have worked with contacting leads/people for X amt of years, at X company. Here’s an example of how I worked, my process, and the results of it:
– Additionally, I’ve also done Y type of works, with Y company.
– Additional details
– Additional examples
2. Second task category name from above goes here
– I do/don’t have any experience with follow-up up with leads, for X amount of years while working with X company
– The types of tasks I’ve done while using X system for managing leads and potential clients include: Give examples
– Additional details
– Additional examples
3. Third task category…..
IMPORTANT NOTE: 40-50% of applicants do NOT read the instructions and send very poor proposals. If your proposal is one of those it WILL BE IGNORED.