Intake Specialist​/Administrative Assistant

The Archuleta Law Firm is in Austin, Texas specializing in medical malpractice claims against Veterans Affairs Hospitals (VA) and Military Medical Facilities falling under the Federal Tort Claims Act (FTCA) worldwide. We value our company culture where we collaborate and work together to bring the best legal service for our clients. Our belief is satisfied employees will bring excellent service to our clients therefore we value work & life balance.

Compassion and communication are essential to our team as well to our clients as they face challenging circumstances.

Position:
Intake Specialist/Administrative Assistant

The Intake Specialist acts as the primary liaison for veterans and their families, tasked with evaluating leads and collecting pertinent case information to assist in deciding if a case merits retention. This position must be staffed by an individual who has a strong business sense and works well with people. The successful candidate for this role is someone with the ability to work independently as well as part of a cohesive team.

The Administrative Assistant is a vital role requiring a highly organized, detail-oriented, and intelligent individual capable of multitasking and applying critical thinking to a variety of tasks. Responsibilities include acting as the primary point of contact for clients, managing caseloads, obtaining and organizing medical records, scheduling interviews and handling correspondence. The assistant will ensure the smooth operation of our legal practice by providing comprehensive support to our legal team and maintaining the progression of cases with efficiency and discretion.

• Continuously monitor all new client inquiries, including those via email, internet, phone, and referrals, to establish initial client relationships.
• Conduct interviews with potential new clients, ensuring empathy and compassion, to assess fit with the firm's practice areas and expertise.
• Update logs and reporting systems to accurately reflect the status of all potential new clients.
• Oversee the request and flow of medical records for review purposes.
• Collaborate with team members to review cases for merit.
• Execute various administrative support tasks as assigned.
• Excellent skills in multitasking and time management, with a keen ability to prioritize tasks effectively.
• Strong capabilities in critical thinking and problem-solving.
• Exceptional skills in communication, encompassing both written and verbal forms.
• Capable of working autonomously and collaboratively as part of a team.
• Excellent phone etiquette and a passion for helping others
• Impeccable interpersonal acumen – able to interface at ease with all colleagues and clients respectfully and professionally
• 2 years of Customer Service Experience, preferably in law firm or professional services environment
• Candidate should be tech-savvy with the capacity to rapidly master new programs, leveraging their already excellent foundational technical skills.
• 6+ months of Microsoft Office Suite Experience, Zoom, Gmail, Google Calendar and Adobe Acrobat

• Excellent attention to detail
• Excellent written and verbal communication skills, even under pressure and when navigating ambiguity and challenges
• Experience working with Clio Grow or other CRM’s
• Knowledge of medical terminology/healthcare a plus

• Prolonged periods sitting at a desk and working on a computer.
• Visual capacity and digital dexterity to operate a computer and other standard office equipment.

Job Type: Full-time

Salary:
From $18.00 per hour

Benefits:
Paid time off

Schedule:
Monday to Friday 8:30am-4:30pm