Administrative Services Coordinator (Time & Billing / Runner)

Summary:

Under general supervision and according to established policies and procedures, half time this position will be responsible for supporting general accounting functions such as monitoring the firm’s general email account, receiving client inquiries, resolution of billing issues, along with maintaining all client and matter accounts. Produces monthly statements and final billing statements. Produces management reports. Maintains all other aspects of time and billing system. The other half time of this position will be administrative duties related to assisting the firm with delivering and picking up documents and packages, maintaining inventory and ordering of office supplies, handling incoming and outgoing mail and covering the receptionist duties at the front desk, as necessary.

Essential Duties and Responsibilities:

· Utilizes firm’s computerized accounting system for all time and billing functions and works with software programs required by clients for billing purposes, including electronic invoicing processes.

· Maintains and monitors various data in the computer system relating to time and billing matters including rates, timekeepers, client information, and maintenance of client accounts once entered into the system.

· Accurately edits account time entries and information as requested by attorneys prior to final billing.

· Produces final invoices as requested and on a monthly basis according to the firm billing policy and procedure.

· Assists clients and firm members with billing questions by telephone or in person.

· Produces various monthly, quarterly and annual management reports for COO.

· Assists bookkeeper in various duties including, but not limited to, daily posting of receipts, preparation of deposits and preparing vouchers for expense advancements.

· Maintains general client files as they relate to billing and accounting matters.

· May be called upon to assist in such other related activities and special projects as may be required or assigned to include assistance at the front reception desk monthly and as needed.

· Complete the duties of the office runner.

Knowledge, Skills, and Abilities Required:

· Ability to understand computer concepts and software, including software specific to legal time, billing and accounting and spreadsheet software such as Excel with excellent attention to detail and accuracy.

· Ability to assemble files and organize information utilizing alphabetical and numerical filing guidelines.

· Ability to organize and prioritize numerous tasks and complete them under time constraints.

· Ability to read and write at a level normally acquired through the completion of high school or equivalent in order to maintain records and filing systems.

· Approximately two years on the job experience necessary in order to gain an understanding of time and billing policies and procedures and effectively operate equipment with minimal supervision.

· Interpersonal skills necessary in order to communicate and follow the instruction effectively from a diverse group of attorneys and staff and provide information with ordinary courtesy and tact.

· Interpersonal skills necessary in order to communicate by phone and provide information with ordinary courtesy and tact.

· Work occasionally requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing other essential duties.

· Ability to retrieve and distribute files, written documents or office supplies weighing up to 12 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.

· Work may require irregular hours and occasionally requires more than 40 hours per week to perform the essential duties of the position.

· A valid drivers license and excellent driving record.

· Ability to lift up to 50 pounds may be required. 

Working Conditions: Office environment with little exposure to excessive noise, dust, temperature and the like. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements. 

FIRM PROFILE: With more than 45 attorneys, Woods, Fuller, Shultz & Smith P.C. is a full-service law firm with several well-established practice groups. The firm has been providing legal services since 1887. With offices in Sioux Falls, South Dakota, and Sioux Center and Sheldon, Iowa, our clients are located in the upper Midwest, and many operate on a national and international basis. Our attorneys are experienced, knowledgeable, and committed to providing high-quality legal representation. We provide clients with representation ranging from business to litigation to family and personal needs. We are proud of our culture of collaboration and work efficiently to resolve the challenge at hand. We proudly offer legal services rooted in the integrity and dedication that launched the firm over 130 years ago.

Equal Opportunity Employer

Woods, Fuller, Shultz & Smith P.C. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to age, race, color, creed, disability, religion, sex, gender identity, sexual orientation, ancestry, national origin, protected veteran status, or genetic information. In addition to federal law requirements, Woods, Fuller, Shultz & Smith P.C. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.