Job Description
Job Description
Overview
The Legal Files Coordinator is fully responsible for organizing and maintaining Legal Department filing department including estate / trust and hospital files. This position is based onsite at our Corporate Headquarters location.
Responsibilities
Daily Duties:
- Process all Legal dept. mail. Open mail, identify, separate and prioritize; live checks (not yet cashed or deposited) to SHC from Estates/Trusts, Wire Transfers, notice of bequests to SHC through Estates/Trusts, legal documents, receipts for bequests to SHC, court documents such as Notice of Hearings, Inventories and Accountings, SHC correspondence from all 21 locations . Properly identify and code live checks by location named in the Will, Trust, or other legal document, identify SHC corporation, and identify if restricted for a specific location. Electronically enter assets into the Check Logger database and Practice Manager database and then electronically transfer this asset information to the Finance & Accounting department through Check Logger. Hand-deliver live checks and a corresponding report to the Finance & Accounting department daily so assets can be electronically transferred that day to SHC's bank. Note: assets entered and transferred through Check Logger average a total of $500,000 to $1 million per day. Pull corresponding files for all new mail from the five 15' tall rolling electric file cabinets and deliver to the responsible attorney and paralegal in the Legal department. Create list for files not found and email staff for help in locating files, search for those missing files. Assign new estates/trusts to appropriate attorney including electronically assigning a new file number, the donor's name and responsible person's name to the Practice Manager database. Type labels, out cards, etc. Scan new mail and PM set ups for remote and on-site staff.
- Set up Active Estate/Trust files by arranging correspondence in chronological order, type labels, out cards etc. Enter Estate/Trust donor related information electronically into the PM database. Identify donor related information in PM, and notify by email the development department of pre-existing donor Matters where donor is deceased.
- Deliver incoming faxes to appropriate Legal Dept. staff
- Process and prepare receipts for stock and valuables received in Legal Department and deliver to Accounting Department.
Weekly Duties:
- Run "follow up" report from PM for each Attorney and Paralegal, and if requested, pull the file that is scheduled to be looked at and deliver to the appropriate person. Electronically complete old follow up dates and create new 5 % follow up dates in Practice Manager database
- Process all "Closed" files and prepare an ongoing list of those files, which are date stamped and filed in the basement.
Monthly Duties:
- Box closed files and send to offsite storage company.
Annual Duties:
- Pull list of Legal files requested by Finance & Accounting department f/b/o KPMG for audit and review
This is not an all-inclusive list of this job’s responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.
Qualifications
Required:
- 1 year of related work experience
- MS Office (Word, Outlook)
- Ability to learn Practice Manager case management database (training provided by SHC)
- High School Diploma/GED