Civil Legal Assistant

The Garza Law Firm’s Civil Legal Assistant positions are entry-level positions and a support role for the Civil Division. The Civil Legal Assistant works closely with various Civil Paralegals by providing administrative support, included but not limited to, opening cases in case management software, ordering medical records, summarizing medical histories, medical subrogation, and drafting precise and persuasive demand letters, while ensuring accuracy, clarity, and legal compliance to support efficient case resolution. 

The Civil Legal Assistant does not have the authority to practice law, give legal advice, or set strategy on a pre-case/per-client basis.

Responsibilities

• New Client File Preparation: Organize and assemble all initial client documents, ensuring all necessary information is available to draft a comprehensive demand.
• Civil Team Support: Provide dedicated support to Civil Attorneys and Paralegals, focusing on assisting with the tasks assigned to cases as requested.
• Medical Records: Obtaining and reviewing records to ensure they match the dates ordered and that the medical billing is also included.
• Medical Billing: Obtaining and adding all medical bills to the “Special Damages” tab in Filevine and tasking each bill to the Paralegal for review. 
• Insurance Claims & Reimbursement Management: Review claims and medical records to determine documentation needed and coordinate with insurance companies for medical reimbursement.
• Demand Letter Preparation: Draft clear, accurate, and persuasive demand letters based on case facts, client documentation, and legal standards, ensuring all relevant evidence and supporting materials are included.
• Document Collection & Review: Gather and review necessary documentation such as contracts, medical records, invoices, and correspondence to support the preparation of demands.
• Case Management: Utilize Filevine to track the status of demand letters, ensuring timely submission and monitoring responses from opposing parties.
• Settlement Coordination: Collaborate with attorneys to adjust and resubmit demand letters as needed, supporting negotiations and settlement discussions.

Work Experience

Required:

• Proficient with Microsoft 365 Suite Applications, including but not limited to, Outlook, Word, and Teams.
• Verbal and Written Communication Skills.
• Organizational Skills.

Preferred:

• Experience with Case File Management such as Filevine.
• Experience with lead generation systems such as Lead Docket.
• Experience in Customer Service via in-person and over the phone, while monitoring and diffusing escalated issues. 
• Experience talking on the phone regularly and corresponding through email with a professional and confident tone.

Education / Certifications / Other Qualifications / Success Traits

 Required:

• Must have a High School Diploma or Equivalent.
• Ensure Accountability: Takes responsibility for their work and the performance of the firm. Owns commitments and shows a willingness to answer for their actions without being defensive or shifting blame.
• Client Focus: Intentionally seeks to understand Client needs. Proactively identifies opportunities to serve or create a benefit to the Client. Looks to exceed Client expectations by creating delight. Establishes and maintains effective Client relationships.
• Situational Adaptability: Rebounds from setbacks vs. emotionally responding with drama. Is confident under pressure. Handles or Manages change or crises effectively. Maintains a positive attitude despite adversity. Grows from hardships and negative experiences.
• Action Oriented: Readily takes action on challenges, without unnecessary delay. Identifies and seizes new opportunities. Displays a can-do attitude in good and bad times. Steps up to handle tough issues without avoidance. 

Preferred:

• Secondary education, bachelor’s degree preferred, or equivalent combination of education, training, and experience.