Personal Injury Legal Administrative Assistant

Are you an organized, detail-oriented professional with a passion for helping others? Join our busy Personal Injury practice located in Dover, Delaware, as a Legal Administrative Assistant and play a key role in supporting our experienced attorneys and paralegals.

What You'll Do:
* Provide administrative support including scheduling, filing, and document preparation
* Assist with client communications and case management
* Maintain accurate and organized case files
* Help ensure efficient day-to-day operations of the legal team

What We're Looking For:
* Strong organizational and time management skills
* Excellent communication and interpersonal abilities
* Ability to multitask in a fast-paced environment
* Prior experience in a legal setting is a plus, but not required

If you're proactive, professional, and ready to make a difference for clients, we want to hear from you!

Key Responsibilities:
• Manage electronic filing of legal documents with precision and timeliness.
• Track and maintain trial scheduling orders, including entering critical deadlines and setting reminders.
• Coordinate Independent Medical Examination (IME) notices and ensure timely client follow-up.
• Oversee scheduling for personal injury and workers’ compensation matters, including client consultations (phone and in-person), hearing and deposition preparation, and all related follow-up tasks.
• Perform general administrative duties, such as answering phones, managing office correspondence, and welcoming clients and visitors with professionalism (including offering beverages and maintaining clean conference rooms and common areas).
• Manage incoming mail, faxes, and deliveries, ensuring appropriate staff notifications.
• Serve as a witness for visiting attorneys when required.
• Maintain accurate and updated contact lists and monitor office supply inventory to ensure availability.
• Provide back-up support to Reception, including answering calls, escorting visitors, and delivering a high standard of customer service to both clients and internal staff.

File Management and Case Initiation
• Open new case files and ensure accurate setup in Filevine (FV), including entry of all relevant party details, insurance and claim information, and provider contacts.
• Create physical case files as needed, depending on office protocol.
• Conduct conflict checks and initiate new matter requests in Aderant (task assignment subject to rolespecific discussion).
• Scan and organize all documents provided by clients at intake (e.g., police reports, medical records, EOBs, PIP logs, photos) and upload them into the appropriate FV project.

Initial Correspondence and Records Requests
• Send out initial client and case correspondence, including:
  o Welcome letters to clients
  o Letters of representation to PIP and liability insurance carriers 
     (including making preliminary calls to obtain claim information, if needed)
  o Requests for police reports
  o Initial medical record and billing requests
• Track and log all correspondence and requests in FV, ensuring accurate and up-to-date documentation.

Ongoing Record and Billing Management
• Under the direction of the paralegal, draft and send follow-up requests for medical records and bills.
• Maintain organized records of all requests, logging activity and marking items as received in FV.
• Scan any hard-copy records received and upload to the appropriate FV project.
• Promptly notify the paralegal of received documents to support case progression.

Provider Communication
• Make phone calls or send emails to medical providers to check the status of medical narratives, as directed by paralegal.

Skills:
• Organization: Ability to manage multiple tasks and maintain orderly case files and schedules.
• Attention to Detail: Ensuring accuracy in documents, filings, and communications.
• Communication Skills: Strong verbal and written skills for interacting with clients, attorneys, and court personnel.
• Time Management: Prioritizing tasks effectively to meet deadlines and manage a busy workload.
• Technical Proficiency: Familiarity with legal software, e-filing systems, and standard office applications (e.g., Microsoft Office).
• Research Skills: Ability to conduct legal research and gather relevant information efficiently.
• Interpersonal Skills: Building rapport with clients and colleagues, maintaining professionalism in all interactions.
• Problem-Solving: Identifying issues and finding effective solutions quickly.
• Confidentiality: Understanding the importance of handling sensitive information appropriately.
• Adaptability: Flexibility to adjust to changing priorities and tasks in a fast-paced environment.

QUALIFICATIONS:
• Legal administrative experience preferred, but not required
• Strong word processing skills with proficiency in Microsoft 365 products (Word, Outlook, Excel)
• Familiarity with iManage or similar document management system is a plus

At Morris James LLP, we foster a collaborative and inclusive environment where motivated professionals are empowered to excel and advance in their careers. We value teamwork, independent initiative, and a high standard of professionalism.

If you thrive in a supportive team setting, are motivated to work autonomously, and demonstrate initiative and responsiveness, you may be a great fit for this position. Along with a dynamic work culture, we offer a competitive salary, medical/dental/vision insurance, a 401(K) Plan, Life Insurance, paid time off, and additional benefits.

Qualified applicants are encouraged to submit resume, cover letter, and salary requirement by clicking "Apply Now".

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