Job Duck

Billing Specialist

• Collaborate with internal team members to resolve payroll and accounting matters
• Research payroll issues and identify appropriate solutions
• Support payroll corrections, amendments, back filings, and related adjustments
• Track and maintain employee PTO balances and policy administration
• Assist with payroll tax withholding calculations, payments, and related compliance requirements
• Handle payroll notices and coordinate required follow-up actions
• Review payroll information for accuracy and completeness prior to processing
• Process and support US payroll activities for multiple clients
• Ensure compliance with payroll regulations across US states
• Communicate directly with clients regarding payroll matters
• Prepare and support financial reporting
• Manage benefit deductions and payroll accounts
• Support multiple client accounts while maintaining quality and accuracy standards
• Escalate issues when necessary and proactively communicate potential risks or delays
• Maintain accurate and up-to-date payroll records and client documentation
• Monitor payroll deadlines and prioritize time-sensitive deliverables
• Respond promptly to client inquiries and provide status updates as needed
• Communicate professionally with clients regarding payroll, tax, and accounting matters
• Assist with financial reporting and accounting-related activities
• Manage and monitor employee benefit deductions within payroll systems
• Support billing operations and documentation
• Process payroll notices and back filings

Payroll and Billing Specialist

Digital Marketing

• Translate website pages, advertisements, legal terminology, and marketing materials between English and Spanish
• Organize translation files, content updates, and project documentation
• Review translated materials for grammar, spelling, consistency, accuracy, and tone
• Maintain consistent terminology and brand messaging across Spanish-language materials
• Conduct terminology research for legal, marketing, and industry-specific content
• Collaborate with marketing team members on website updates and future digital marketing projects
• Ensure translations preserve the original content’s meaning and purpose
• Support creation and adaptation of bilingual content
• Localize content for Spanish-speaking audiences with attention to cultural context
• Enter, update, and manage website content through content management systems
• Assist with Spanish-language website sections
• Provide language and cultural recommendations
• Handle internal, legal, and marketing information confidentially
• Meet deadlines while managing multiple content and translation requests

Bilingual Digital Marketing Assistant

Client Services Representative

• Qualify first-time callers using established training materials and intake procedures
• Answer inbound calls from potential clients and return missed calls and voicemails
• Place outbound calls to prospective clients and follow up on inquiries
• Monitor referrals from call answering services and identify incorrect jurisdictions or referrals
• Manage and maintain potential clients within the CRM pipeline to ensure prompt follow-up
• Upload, organize, and manage client documentation
• Process consultation payments and distribute payment links when required
• Schedule consultations for in-person meetings, phone calls, and Google Meet appointments
• Prepare client summaries and case information for attorney review
• Prepare and present bi-weekly and monthly reports to leadership
• Translate written and verbal communications between English and Spanish when needed
• Draft and prepare client agreements
• Ensure no prospective client inquiry is left unattended and maintain timely communication throughout the intake process
• Process inquiries received through phone calls, voicemail, email, and online platforms
• Serve as the primary point of contact for prospective clients throughout the intake process

Virtual Client Services Support

Executive Assistant

• Work directly with the CEO as a trusted partner in managing time, priorities, and commitments
• Redirect inbound requests to appropriate owners
• Review and manage calendar requests around protected CEO time blocks
• Track CEO initiatives, open commitments, owners, deadlines, and progress
• Establish and enforce deadlines for team deliverables
• Follow up with team members on deliverables owed to the CEO
• Manage the CEO’s calendar and align time with priorities and commitments
• Improve executive workflows, meeting cadence, accountability systems, and organizational efficiency
• Support accountability across multiple concurrent initiatives
• Monitor commitments and proactively communicate conflicts, delays, and risks
• Handle sensitive and confidential information
• Approve routine expenses within established parameters
• Commit the CEO’s time and ask prioritization questions about new commitments
• Identify work that should be delegated, deferred, eliminated, or reassigned
• Document decisions, commitments, owners, and deadlines from leadership meetings
• Draft emails, communications, documents, and other materials on behalf of the CEO
• Protect the CEO’s time for high-value strategic work and respectfully push back when needed
• Prepare and coordinate the weekly CEO agenda meeting
• Prepare and deliver a Monday dashboard briefing before the CEO’s first meeting
• Manage and coordinate the CEO’s commitments, meetings, priorities, and deadlines

Executive Assistant – Senior Executive Assistant to CEO

• Use Filevine, Chartsquad, Microsoft Office Suite, Kofax PDF, Outlook, and RingCentral to complete daily responsibilities
• Provide administrative and case-related support to case managers
• Assist with case management tasks as requested
• Review and organize medical documentation accurately
• Manage assigned tasks independently while keeping supervisors and case managers informed of relevant updates
• Order medical records from healthcare providers and other relevant sources
• Review medical reports to determine which additional records need to be ordered
• Follow up on outstanding medical record requests to ensure timely receipt
• Identify missing or incomplete medical records and take appropriate follow-up action
• Monitor medical record request status and maintain accurate records of pending items
• Send text messages to clients as needed
• Maintain clear and organized documentation within case management systems
• Communicate professionally with clients, medical providers, and internal team members

Executive Assistant, Medical Records

Intake Specialist

• Serve as the first point of contact for prospective clients
• Respond to new inbound inquiries within the established response time
• Conduct structured discovery and intake conversations using approved scripts
• Gather relevant factual and logistical information from prospective clients
• Identify qualified prospects based on established written criteria
• Decline and refer out inquiries that fall outside the firm’s published criteria
• Explain the firm’s practice areas, experience, general processes, and typical sequence of services
• Manage the free consultation calendar and follow up with prospects to maximize show rates
• Schedule free consultations with attorneys as appropriate
• Schedule paid consultations with attorneys without additional approval
• Follow up with prospects after consultations to facilitate the retention process
• Conduct follow up using approved communication sequences
• Quote retainer fees using the approved fee matrix
• Gather objective information required to determine the appropriate fee category
• Escalate matters outside the approved fee matrix before providing a fee
• Prepare and send retainer agreements using approved templates
• Escalate potential conflicts, emergent circumstances, dissatisfaction, unusual fee arrangements, or questions outside the established intake process
• Participate in recorded call quality assurance reviews
• Maintain a minimum recorded call QA score of 4 out of 5 while avoiding boundary violations
• Support continuous improvement of the firm’s intake and fee matrix processes in collaboration with the CEO
• Document inquiries, lead sources, consultations, and follow up activities
• The role does not involve providing legal advice, evaluating legal merits, performing case work, conducting paid consultations, or managing active matters

Payroll and Billing Specialist

Bilingual Digital Marketing Assistant

Virtual Client Services Support

Executive Assistant – Senior Executive Assistant to CEO

Executive Assistant, Medical Records

Intake Specialist, Client Acquisition