Remote Legal Intake & Records Specialist

Job Duck LLC; United States; Remote; USD 13,000 - 14,000; Full time

Job summary

Job Duck LLC in the United States is seeking a highly organized Legal Assistant to support transitioning new legal matters from Sales to Legal, ensuring accurate assignments, proper categorization, and full documentation in the firm’s systems. The role requires meticulous data entry and independent work.

You will review historical matters, maintain consistent information across the database, and collaborate with Sales and Legal teams through timely clarification questions.

Qualifications

• English-only position with strong written English communication skills.
• Experience in legal assistant, legal administrative, intake, data entry, or records management roles preferred.
• Legal experience is beneficial, but strong administrative and data management experience will also be considered.
• Able to manage a high volume of matters while maintaining accuracy and organization.
• Able to work independently with minimal supervision.

Responsibilities

• Maintain clear and professional communication through email, Microsoft Teams, and other internal channels.
• Ask clear and timely clarification questions when information does not meet established requirements.
• Communicate regularly with Sales and Legal team members regarding matter setup and documentation.
• Maintain consistency and accuracy across historical and newly opened matters.
• Identify discrepancies or incomplete information within historical matters and follow up internally as needed.
• Verify that assignments, fields, and required questions are completed accurately.
• Add or update case subcategories and other relevant classifications.
• Escalate issues appropriately to prevent incomplete information from moving through the process.
• Identify missing, inconsistent, or unclear information and communicate internally to obtain clarification.
• Ensure required payment information is captured for ongoing payments.
• Confirm that required third party forms and supporting documentation are properly maintained.
• Record and verify payment, deposit, and applicable third party payment information.
• Enter and maintain accurate case and matter information in Clio.
• Confirm that new matters are assigned to the appropriate attorney or legal team member.
• Review historical matters and update records with newly required data points.
• Review newly opened matters for completeness before transitioning them to the Legal team.
• Categorize matters accurately according to case type, including divorce, custody, prenup, postnup, and other applicable categories.
• Review newly signed representation agreements and verify that all required information is complete and accurate.

Skills

Attention to detail

Organizational skills

Written English

Data entry

Records management

Independent work

Prioritization

Time management

Communication

Problem solving

Tools

Clio

SharePoint

Microsoft Teams

Microsoft Outlook

Job description

Job Duck LLC in the United States is seeking a highly organized Legal Assistant to support transitioning new legal matters from Sales to Legal, ensuring accurate assignments, proper categorization, and full documentation in the firm’s systems. The role requires meticulous data entry and independent work.

You will review historical matters, maintain consistent information across the database, and collaborate with Sales and Legal teams through timely clarification questions.