POSITION SUMMARY
The Paralegal Administrator is a senior hybrid role combining firm administration, substantive paralegal support, and direct executive support to the Managing Attorney. The position exists to keep the business of the Firm running — operations, personnel administration, vendor and systems management, and internal reporting — while simultaneously serving as the Managing Attorney’s primary administrative partner and as a qualified paralegal resource across the Firm’s active practice areas.
This is not a clerical position. The Paralegal Administrator is expected to exercise independent judgment and discretion on matters of significance to the Firm, to anticipate rather than react, and to hold the operational cadence of the office without day-to-day direction. The role is the connective tissue between attorneys, staff, clients, and outside vendors, and is trusted with confidential client, personnel, and financial information as a routine condition of the job.
APPROXIMATE TIME ALLOCATION
The following reflects the anticipated distribution of working time. Allocations are directional and will shift with Firm needs; they are provided so that both the Firm and the incumbent share the same understanding of where the weight of the role sits.
ESSENTIAL FUNCTIONS
1. Firm Operations & Administration
- Own the day-to-day operating rhythm of the office, ensuring daily activities are efficient, consistent, and in compliance with Firm policy.
- Maintain and enforce standard operating procedures across intake, file opening, case handling, and file closure; identify process gaps and propose corrections to Firm leadership.
- Serve as the Firm’s primary administrator for core systems — MyCase (case management and system of record), LeadDocket (intake), RingCentral (telephony), LawPay (payments), Paychex (payroll/HRIS), Microsoft 365/Teams, and approved AI platforms including Lexis+ AI and the Firm’s Claude workspace — including user provisioning, permissions, template maintenance, and data hygiene.
- Apply and enforce the Firm’s Artificial Intelligence policy across staff, including approved-tool boundaries, confidentiality limits, and the requirement that AI-assisted work product be verified before it reaches a client or a court.
- Prepare and submit a weekly report to the Managing Attorney covering task completion, case and department status, open administrative items, and assigned initiatives across every practice area supported that week.
- Produce recurring internal reporting on caseload, intake, deadlines, and open administrative items; escalate exceptions rather than simply logging them.
- Maintain data integrity in MyCase, including case stage accuracy, statute of limitations dates, closed-date entry, and dormant-file designation in accordance with Firm policy.
- Maintain a clean, organized, and professional office environment, including space allocation, supply inventory, and equipment readiness.
2. Executive Support to the Managing Attorney
- Manage the Managing Attorney’s calendar end to end — court appearances, depositions, client meetings, internal meetings, and travel — with proactive conflict resolution and adequate preparation time built in.
- Prepare the Managing Attorney for each day and each appearance: assemble materials, surface deadlines, flag unresolved items, and confirm logistics in advance.
- Screen, triage, and route incoming communications; draft correspondence for signature; track outstanding responses to closure.
- Maintain a running action-item list arising from meetings and attorney direction, and drive items to completion across staff and vendors.
- Coordinate travel, registrations, MCLE compliance tracking, bar dues, and professional memberships for the Managing Attorney.
- Prepare agendas, materials, and follow-up summaries for leadership and Advisory Board meetings; maintain the record of decisions made.
- Handle sensitive and privileged matters with absolute discretion, including personnel, financial, and client-confidential information.
3. Substantive Legal & Case Support
- Provide paralegal support under the direction and supervision of a licensed attorney in accordance with California Business & Professions Code § 6450 et seq.
- Draft, format, cite-check, and proofread pleadings, discovery, correspondence, declarations, and settlement documents for attorney review and signature.
- Calendar and monitor statutory deadlines, statutes of limitation, court dates, and internal deadlines; maintain the Firm’s deadline discipline as a non-negotiable standard.
- Prepare and process court filings, including e-filing through One Legal, service of process coordination, and saving conformed copies to the client file in MyCase.
- Assemble and maintain case chronologies, medical records indices, exhibit sets, and deposition preparation materials.
- Prepare and process records requests and authorizations in compliance with HIPAA and the California Confidentiality of Medical Information Act.
- Support senior and complex matters by coordinating multiple moving parts — experts, vendors, opposing counsel, court staff, and clients — and ensuring nothing falls between assignments.
- Boundary: Do not, and do not permit staff to, provide legal advice, set legal fees, accept representation, or appear on behalf of a client. Attorney judgment is reserved to the attorney.
4. Client Coordination
- Serve as a senior point of contact for clients on status, scheduling, and document collection; escalate substantive questions to the responsible attorney.
- Ensure client communications are documented in MyCase and that response-time standards are met across all practice areas.
- Prepare client-facing materials in advance of meetings, including engagement documents, fee agreements, and intake packets.
- Monitor client satisfaction signals and surface service breakdowns to leadership before they become complaints.
5. Human Resources & Personnel Administration
- Administer the onboarding and offboarding lifecycle: offer paperwork, I-9 verification, system access, equipment, orientation, and exit checklists.
- Maintain personnel files, employee schedules, timekeeping, meal and rest period records, and leave tracking in compliance with California law.
- Administer payroll input and changes through Paychex in coordination with Firm leadership; reconcile payroll registers against active staffing.
- Support recruiting logistics, interview scheduling, reference checks, and candidate communications.
- Track completion of required training, acknowledgments, and policy distributions; maintain the Employee Handbook acknowledgment record.
- Boundary: Escalate all employee relations matters, complaints, accommodation requests, and disciplinary questions to Firm leadership. This position administers HR process; it does not decide employment outcomes.
6. Billing, Trust & Financial Administration
- Support client billing: generate invoices, apply payments, track receivables, and respond to routine billing inquiries.
- Reconcile LawPay activity against MyCase on a same-day basis; identify and correct payments processed outside the case management system.
- Maintain accurate cost and disbursement records on client matters, including advanced costs, liens, and settlement disbursement documentation.
- Assist with accounts payable, vendor invoicing, and expense coding for leadership review.
- Support client trust account recordkeeping under attorney supervision, consistent with the California Rules of Professional Conduct. Trust account authority and signature remain with the Managing Attorney.
7. Vendor, Facilities & Technology Coordination
- Manage relationships with vendors, service providers, and suppliers; track contract terms, renewal dates, and auto-renewal deadlines on a maintained calendar.
- Review recurring subscription and service spend for redundancy; recommend reductions to leadership with supporting figures.
- Boundary: Route all new spend commitments and contract signatures through the Firm’s approval process. This position recommends; it does not unilaterally commit the Firm.
- Coordinate office maintenance, repairs, equipment servicing, and building management communications.
8. Compliance, Records & Confidentiality
- Ensure office practices adhere to legal and ethical obligations, with particular attention to client confidentiality, conflicts screening, and the handling of privileged information.
- Administer the Firm’s file retention, dormant file, and closed file protocols; prepare files for closure and route to the Managing Attorney, who holds sole authority to close a file.
- Maintain organized physical and electronic client files consistent with Firm filing standards and confidentiality requirements.
- Support the Firm’s compliance with applicable employment, privacy, and professional responsibility requirements, and escalate compliance concerns promptly.
9. California Employment Law Administration
The Firm operates under California employment law, which imposes obligations more demanding than federal minimums. This position administers the following requirements. It does not render legal advice on them; unresolved questions are escalated to Firm leadership and, where appropriate, to employment counsel.
COMPETENCIES
- Judgment Under Load. Ability to hold competing priorities across administration, executive support, and case work without dropping deadlines in any of them. This is the defining requirement of the role.
- Anticipation. Consistently identifies what will be needed before being asked; brings problems forward with a proposed solution attached.
- Attention to Detail. Errors in legal documents, calendars, and financial records carry consequences. Accuracy is expected as a baseline, not as an achievement.
- Communication. Clear, professional written and verbal communication in English; Spanish fluency strongly preferred given the Firm’s client base.
- Confidentiality. Handles client, personnel, and financial information with complete discretion. Non-negotiable.
- Supervision. Directs, trains, and holds accountable junior staff; delegates appropriately and verifies completion.
- Systems Fluency. Comfortable in case management (Clio, MyCase), payroll, telephony, and payment platforms; able to learn new systems quickly and administer them without vendor hand-holding.
- AI Literacy. Uses approved AI tools to work faster without outsourcing judgment. Verifies output, never places client-confidential information into unapproved platforms, and applies the Firm’s Artificial Intelligence policy consistently across staff.
- Professional Boundaries. Understands and respects the line between paralegal work and the practice of law, and enforces that line with staff. California Business & Professions Code § 6452 requires that all paralegal services be performed under the direction and supervision of a supervising attorney.
- Procedural Knowledge. Working knowledge of civil, workers’ compensation, and administrative procedure sufficient to support multiple practice areas.
SUPERVISORY RESPONSIBILITY
This position directs the work of junior administrative and support staff, including legal assistants, file clerks, law clerks, and contract support personnel. The Paralegal Administrator assigns and prioritizes work, sets deadlines, verifies quality, and provides training and day-to-day direction. The role is responsible for ensuring that delegated work — document preparation, filing, records handling, calendaring, and client follow-up — is completed accurately and on schedule.
Hiring, termination, compensation, and formal disciplinary decisions rest with Firm leadership. The Paralegal Administrator provides input and documentation to support those decisions and administers the resulting process.
WORK ENVIRONMENT
This role operates in a professional law office environment and routinely uses standard office equipment including computers, multi-line telephone systems, scanners, copiers, and case management software. The position is primarily on-site given its operational and executive support responsibilities; limited remote work may be available consistent with Firm policy.
PHYSICAL DEMANDS AND REASONABLE ACCOMMODATION
This is primarily a sedentary role. Filing and file management require the ability to lift files, open and close filing cabinets, and bend, reach, or stand as needed. The role requires the ability to lift up to 25 pounds. Extended periods of computer use are expected.
The functions described in this position description are the essential functions of the role. Banker’s Hill Law Firm, A.P.C. provides reasonable accommodations to qualified individuals with a disability or a known medical condition, and to employees whose religious beliefs, observances, or practices conflict with a job requirement, unless doing so would impose an undue hardship. The Firm engages in a timely, good faith interactive process with any applicant or employee who requests an accommodation. Requests should be directed to Firm leadership.
POSITION TYPE AND EXPECTED HOURS OF WORK
- Position Type: Full-Time / Exempt — Administrative.
- Standard Hours: Monday through Friday, 9:00 AM to 5:30 PM.
- Extended Hours: Two rotating days per week, 10:00 AM to 6:30 PM, to support client and court coverage.
- Weekend Coverage: One Saturday per month, minimum four to five hours.
The nature of the role — court deadlines, trial preparation, and executive support to the Managing Attorney — requires additional availability outside these hours from time to time.
REQUIRED EDUCATION AND EXPERIENCE
- Paralegal qualification under California Business & Professions Code § 6450, satisfied through one of the statutory pathways (ABA-approved paralegal program; qualifying paralegal certificate; baccalaureate degree with qualifying law-related experience under attorney supervision; or other pathway recognized by the statute).
- Minimum of five years of progressively responsible experience in a law firm or legal department, including direct paralegal or case management responsibility.
- Demonstrated experience supporting a senior attorney, executive, or principal in an administrative or executive assistant capacity.
- Hands-on experience with cloud-based legal case management software, including Clio. MyCase experience is strongly preferred; the incumbent must be able to administer MyCase as the Firm’s system of record from day one, including user permissions, templates, workflows, and data integrity.
- Demonstrated exposure to artificial intelligence tools in a professional legal setting — Lexis+ AI, Claude, or comparable platforms — including practical judgment about where AI output requires verification and a working understanding of confidentiality limits on its use.
- Working proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams) and Google Workspace.
- Working familiarity with the filing procedures and documentation requirements of the California Superior Courts, the Workers’ Compensation Appeals Board, USCIS/EOIR, and the U.S. Bankruptcy Court.
- Demonstrated experience managing calendars, deadlines, and competing priorities in a deadline-driven environment.
- Compliance with continuing education requirements applicable to California paralegals under Business & Professions Code § 6450, including periodic legal ethics and substantive law education.
PREFERRED EDUCATION AND EXPERIENCE
- Bachelor’s degree or equivalent professional experience.
- Prior experience in a multi-practice firm, particularly personal injury, workers’ compensation, or civil litigation.
- Direct experience with LeadDocket, Paychex, LawPay, RingCentral, or One Legal.
- Experience supporting a firm through a case management system migration, data cleanup, or platform conversion.
- Experience configuring automations, workflows, or templates within a case management platform rather than only working inside one built by someone else.
- Prior supervisory or office administration experience in a professional services setting.
- Bilingual English/Spanish, written and verbal.
- Familiarity with California employment recordkeeping requirements and law firm trust accounting practices.
WORK AUTHORIZATION
For the purposes of federal immigration laws, you will be required to provide Banker’s Hill Law Firm, A.P.C. with documentary evidence of your identity and legal eligibility for employment in the United States.
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
Pay: $72,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
