Thompson Hine LLP, an AmLaw 200 firm, is seeking an Administrative Assistant - Immigration to join their team in Cleveland. The role involves providing administrative and billing support to the Immigration practice group, ensuring efficient operations and high-quality service to clients.
Responsibilities
- Creates, revises, styles, and properly formats error-free correspondence, memoranda, and other documents in support of assigned attorneys and other designated timekeepers
- Submits expense reimbursement requests and related receipts
- Follows-up on approvals and status of payments as needed
- Following Firm guidelines, assists assigned attorneys and other designated timekeepers with all Business Intake related needs (submitting conflict-of-interest checks, opening new clients and matters, preparing and sending engagement letters, etc.)
- Maintains accurate and updated client files, both electronic and physical files as needed
- Reviews and prepares files to be closed when matters are complete
- Coordinates travel arrangements and related logistics for assigned attorneys and other designated timekeepers, as needed
- Manages general administrative and clerical duties as necessary; answers calls for assigned attorneys and other designated timekeepers if requested, processes incoming and outgoing mail and deliveries in a timely manner, etc
- Demonstrates advanced proficiency in Microsoft Outlook by proactively managing calendar appointments, scheduling in-person and virtual meetings, managing meeting conference room, and catering logistics as necessary
- Interacts professionally with clients, visitors, and colleagues; provides consistent, high-quality service to internal and external clients; and upholds strict confidentiality of the attorney-client relationship
- Works closely with all functional support departments and other administrative staff to provide proper assignment support (Business Intake, Office Services, Finance, Library, Firmwide Administrative Support Center, Marketing, Paralegals, etc.)
- Works collaboratively with peers to help provide backup support as needed
- Utilizes Firm-approved technology, document management systems, and collaboration tools to enhance efficiency and accuracy
- Contributes to continuous improvement initiatives by identifying opportunities to streamline workflows and enhance service delivery
- Electronic Prebill Review & Billing Coordination
- Review and manage attorney prebills within the firm’s electronic billing system
- Enter attorney billing instructions directly into Aderant, including narrative edits, billing notes, and adjustments for current and future billing cycles
- Transition paper-based prebill review to the firm’s electronic workflow
- Coordinate with billing specialists once prebill edits are finalized so invoices can be processed and finalized
- Ensure billing notes and instructions are properly documented for future billing periods
- Monitor completion of draft invoices and notify billing specialists when prebills are ready for processing
- Support the firm’s standard billing workflow
- For invoices distributed outside of eBilling, email invoices to clients and copy the billing specialist to ensure proper posting and recordkeeping in Aderant
- Track invoice status and assist with follow-up when needed
- Maintain accurate client and matter information in Aderant, including: Client contacts, Billing addresses, Distribution instructions
- Update records as needed to ensure billing accuracy and compliance with client requirements
- Serve as a resource for attorneys by retrieving general billing information when requested, including: Copies of invoices, Billing status, Client billing preferences, Matter-level billing activity
- Assist attorneys with billing-related inquiries and coordination with the central billing team
- Assist with documentation of billing procedures and workflows for assignments
- Support training and testing efforts related to billing systems and process improvements
- Participate in initiatives designed to improve billing efficiency and standardize firmwide practices
- Monitor monthly billing cycles and follow up with attorneys to ensure prebills are reviewed and returned by the billing deadlines
- Review invoices for compliance with client billing guidelines and flag potential issues prior to submission
- Maintain documented billing instructions for assigned attorneys and matters to ensure consistency in future billing cycles
- Coordinate with attorneys, billing specialists, and accounting staff to ensure billing instructions, edits, and invoice distribution are properly executed
- Adhere to the firm’s standard electronic billing workflow and assist in transitioning paper-based billing processes to the firm’s digital systems
Skills
- Creates, revises, styles, and properly formats error-free correspondence, memoranda, and other documents in support of assigned attorneys and other designated timekeepers
- Submits expense reimbursement requests and related receipts
- Follows-up on approvals and status of payments as needed
- Assists assigned attorneys and other designated timekeepers with all Business Intake related needs (submitting conflict-of-interest checks, opening new clients and matters, preparing and sending engagement letters, etc.)
- Maintains accurate and updated client files, both electronic and physical files as needed
- Reviews and prepares files to be closed when matters are complete
- Coordinates travel arrangements and related logistics for assigned attorneys and other designated timekeepers, as needed
- Manages general administrative and clerical duties as necessary; answers calls for assigned attorneys and other designated timekeepers if requested, processes incoming and outgoing mail and deliveries in a timely manner, etc
- Demonstrates advanced proficiency in Microsoft Outlook by proactively managing calendar appointments, scheduling in-person and virtual meetings, managing meeting conference room, and catering logistics as necessary
- Interacts professionally with clients, visitors, and colleagues; provides consistent, high-quality service to internal and external clients; and upholds strict confidentiality of the attorney-client relationship
- Works closely with all functional support departments and other administrative staff to provide proper assignment support (Business Intake, Office Services, Finance, Library, Firmwide Administrative Support Center, Marketing, Paralegals, etc.)
- Works collaboratively with peers to help provide backup support as needed
- Utilizes Firm-approved technology, document management systems, and collaboration tools to enhance efficiency and accuracy
- Contributes to continuous improvement initiatives by identifying opportunities to streamline workflows and enhance service delivery
- Review and manage attorney prebills within the firm's electronic billing system
- Enter attorney billing instructions directly into Aderant, including narrative edits, billing notes, and adjustments for current and future billing cycles
- Transition paper-based prebill review to the firm's electronic workflow
- Coordinate with billing specialists once prebill edits are finalized so invoices can be processed and finalized
- Ensure billing notes and instructions are properly documented for future billing periods
- Monitor completion of draft invoices and notify billing specialists when prebills are ready for processing
- Support the firm's standard billing workflow
- Email invoices to clients and copy the billing specialist to ensure proper posting and recordkeeping in Aderant
- Track invoice status and assist with follow-up when needed
- Maintain accurate client and matter information in Aderant, including: Client contacts, Billing addresses, Distribution instructions
- Update records as needed to ensure billing accuracy and compliance with client requirements
- Serve as a resource for attorneys by retrieving general billing information when requested, including: Copies of invoices, Billing status, Client billing preferences, Matter-level billing activity
- Assist attorneys with billing-related inquiries and coordination with the central billing team
- Assist with documentation of billing procedures and workflows for assignments
- Support training and testing efforts related to billing systems and process improvements
- Participate in initiatives designed to improve billing efficiency and standardize firmwide practices
- Monitor monthly billing cycles and follow up with attorneys to ensure prebills are reviewed and returned by the billing deadlines
- Review invoices for compliance with client billing guidelines and flag potential issues prior to submission
- Maintain documented billing instructions for assigned attorneys and matters to ensure consistency in future billing cycles
- Coordinate with attorneys, billing specialists, and accounting staff to ensure billing instructions, edits, and invoice distribution are properly executed
- Adhere to the firm's standard electronic billing workflow and assist in transitioning paper-based billing processes to the firm's digital systems
Benefits
- Medical, dental, and vision insurance
- Paid Time Off (PTO)
Company Overview
Thompson Hine LLP, a full-service business law firm with over 400 lawyers in 11 offices, was ranked number 1 in the category "Most innovative North American law firms: New working models" by the Financial Times and was 1 of 7 firms shortlisted for The American Lawyer's inaugural Legal Services Innovation Award. It was founded in 1911, and is headquartered in Cleveland, Ohio, USA, with a workforce of 501-1000 employees. Its website is http://www.thompsonhine.com/.Company H1B Sponsorship
Thompson Hine LLP has a track record of offering H1B sponsorships, with 1 in 2024, 1 in 2023, 1 in 2021, 1 in 2020. Please note that this does not guarantee sponsorship for this specific role.