Virtual Legal Assistant

We are currently seeking a Virtual Legal Assistant to join our team at Staff4Me. As a Virtual Legal Assistant, you will provide comprehensive administrative and paralegal support to our attorneys remotely, ensuring efficient and effective legal operations. This is a great opportunity for someone with a strong legal background who prefers remote work.

MISSION

To work as a team with attorneys, case managers and staff to give clients the best possible experience. We strive to provide outstanding legal service combined with compassion, warmth, and fantastic communication. Your contribution will help ensure all clients and potential clients are provided great customer service, thus minimizing the stress of legal proceedings. To give case managers and their cases the attention and organization necessary to bring great resolutions effectively and as quickly as possible. To ensure other staff, case managers and attorneys feel appreciated and respected for their contributions and to create an atmosphere of camaraderie and team focused success. To bring in new ideas and that will contribute to the growth and revenue of the office

ESULTS/OUTCOMES/EXPECTATIONS

• Be familiar with each case in your caseload
• Keep all cases up-to-date using the Case Spreadsheet, i.e.,
• Fee Agreements and introductory email sent within 24 hours of retention.
• Create and send Opening Documents as soon as the Case Number is available.
• Emails and phone calls or texts updating case managers of case developments as they occur.
• Complete all case manager and attorney assignments in a timely manner
• Notices of Hearing, discovery, and dismissals sent to client within 24 hours of receipt or availability on Odyssey.
• Create Contact Logs for every file as you open them
• Update Contact Logs whenever contact is made by case managers, staff and attorneys.
• Pull Case Details and download ALL available court documents to client files.
• Contribute to office morale by being positive, helpful and ready to pitch-in for others.
• Close out files appropriately as soon as closing documents become available.

DUTIES AND RESPONSIBILITIES

This is not an exhaustive list, ultimately, Virtual Legal Assistants need to be able to adapt to the high pace of a law practice. VLAs may be tasked with clerical duties not included here, but these are the primary duties that will compose the majority of the VLA’s workday

Client Files

Client files and client relationships are the primary duty of case managers. Virtual Assistants will be responsible to the case mangers for completion of these tasks

• Use and monitor the Client Spreadsheets to track cases and developments.
• Immediately upon retention, add clients to the address book, both individually and to Officer and or opposing counsel card. Create, send for signature and properly file New Client documents and route them to courts and officers or opposing counsel, using “Reply To” feature in all emails to route responses to the assigned case manager.
• Ensure calendaring is updated as notices are received, following the template.
• Ensure Calendar information is complete and updated as necessary. For example, “Disc Rcvd” date or “P&D in file” • Send notices of hearing to client as soon they are received, using the appropriate e-mail signature
• Pull case details weekly and ensure case mangers are informed of any out of the ordinary filings, pleadings or any dismissals. If Dismissals are filed, immediately report that to case manger assigned to the case, Update the Officer card in the address book and begin close out process once Case manager authorizes closing

Filing

• File incoming documents into case files
• Ensure all downloadable (hyperlinked) documents from Odyssey are downloaded and sent to clients as necessary
• Pleadings
• Discovery
• Correspondence
• Police Reports, Witness Statements

Court Filings

• File and send court pleadings as necessary

Communication Duties

The appropriate Case Manager and GSV must be BCC’s on all outgoing correspondence.

The email must be set up with REPLY TO the appropriate Case Manager Communication with Clients

• Send initial greeting email to clients immediately upon retention

• Email copies of documents to clients and update case managers as necessary Communication with Courts

• Fax or email Pleadings and other documents to courts Communication with Law Enforcement Most traffic cases in New Mexico are prosecuted by the Officer or Deputy that issued the citation, thus, providing officers with copies of Documents filed with the court is MANDATORY (Except motions to cancel bench warrants)

• Fax or email pleadings to Law Enforcement

• Prepare and send documents to Law Enforcement for e-signature using Abobe Communication with Opposing Counsel Many Municipal traffic cases are prosecuted by City Attorney’s or Contract Counsel. In those cases, Opposing Counsel MUST be provided with copies of all documents filed with the court

• Fax or email pleadings to Opposing Counsel Calendar – The calendar is one of the most important tools we have. The utmost attention to detail must be displayed in dealing with the calendar • Calendar all cases in accordance with the template

• Calendar hearings

• Calendar deadlines

• Calendar appointments

• Ensure Calendars entries are complete and updated as necessary for Dockets

Requirements

• Bachelor's Degree
• 2 years of experience
• Prior experience as a Legal Assistant or Paralegal.
• Strong knowledge of legal procedures and terminology.
• Excellent research, analytical, and organizational skills.
• Proficiency in legal research tools and software.
• Strong written and verbal communication skills.
• High level of attention to detail and accuracy.
• Ability to work independently and manage workload effectively.
• Experience with remote work and virtual collaboration tools.
• Availability to work in the assigned shift.