Litigation Support Assistant - Fort Collins in Fort Collins, Colorado at Ritsema Law LLC

Litigation Support Assistant (LSA) – Office Administration & Litigation Support

Location: Fort Collins, CO (100% On-Site)
Schedule: Monday – Friday, 8:00 AM – 5:00 PM (Core Hours: 9:00 AM – 3:30 PM)
Job Type: Full-time, Non-Exempt (Immediate Opening)
Firm: RITSEMA LAW LLC

About Us

Ritsema Law is a premier, multi-state workers' compensation insurance defense law firm representing employers, insurance carriers, and third-party administrators across Colorado, Wyoming, Utah, and Arizona. We offer a benefits package, a supportive and casual work environment, and a dedicated team culture.

Position Summary

We are seeking an organized, proactive, and detail-oriented Litigation Support Assistant (LSA) to join our Fort Collins team. As a vital member of our essential on-site staff, you will ensure smooth daily operations by managing front-office customer service, maintaining office facilities, and providing administrative and clerical back-up support to our legal teams. The ideal candidate excels at multitasking and thrives in a professional legal environment.

Core Responsibilities (Include but are not limited to)

General:

• Reports directly to the Firm Administrator (FA): Christine Kruppa
• Is part of the essential staff and is on-site Monday–Friday, during Core Hours (9 AM-3:30 PM)
• Provide back-up support to Legal Assistants when they take Time Off or as needed
• Complete all non-billable tasks as assigned by the paralegal or Attorney
• Assist with specific billable tasks only as directed by a paralegal or an Attorney
• Assist with coordinating your office location events with firm events on an as-needed basis
• Additional projects as assigned

Office & Operations

• Maintain general upkeep of the office
• Make coffee, restock the fridge, run the dishwasher as needed, keep the kitchen clean, etc.
• Keep the office tidy; ensure paper is stocked in the large printer (MFP); dispose of items to be shredded in the large DocuVault shred bin, etc.
• Ensure office equipment is in full operating order
• Track ink toner cartridges for MFP, ensuring stock is available when low
• Purchase/download postage to the postage meter and order postage labels as needed
• Communicate with building management when needed
• Submit maintenance or service requests as directed by building management
• Greet visitors
• Answer incoming calls via Zoom Phone and transfer appropriately
• Check mail and faxes; process/distribute daily as required. Order USPS supplies, ensuring stock is available (Certified Mail Receipt Forms, Domestic Return Receipt Forms)
• Copy/save/upload CDs
• Prepare outgoing mail as needed and take it down to the USPS/FedEx/UPS drop boxes daily
• Order office and kitchen supplies monthly via Staples Advantage
• Maintain the supply inventory list
• Submit the order for approval within Staples Advantage, and notify the Assistant to the FA/HR Coordinator that the order has been submitted
• Ensure employment posters are updated as needed and posted in the workroom/common area
• Attend Emergency Coordinator/Floor Warden training for your building location (if applicable), maintain emergency evacuation plan and materials as required; distribute to all office employees as needed
• Notarize documents when needed/requested

Administration:

Attorneys

• Order attorney lunches when requested
• Assist in making reservations for client lunches as needed
• Submit receipts/requests for reimbursement via HomePlate
• Complete dictation/transcription if requested, utilizing Philips, Dragon, or similar program
• Assist with various requests regarding file management/document processing

Paralegals

• Maintain files per paralegal instructions
• Complete all non-billable tasks
• Send, receive, and scan mail & notify Attorneys and paralegals
• Send initial record requests; conduct follow-up, and bill for record requests
• Contact Medical Providers/3rd party billers regarding record request invoices
• Pay invoices as needed/requested
• Provide assistance to distribute imaging/documents via CD/flash drive

Expectations:

• Expected to adapt to various requests for assistance as needed.
• Expected to follow the policies & procedures as outlined in the employee handbook for non-exempt employees

The Litigation Support Assistant (LSA) ensures smooth daily office operations by performing various clerical and administrative tasks. This position involves managing incoming phone calls, greeting visitors, and handling mail and fax communications. The LSA is responsible for maintaining office organization, managing supply inventories, and ensuring that all equipment is well-maintained.

Additionally, the LSA provides vital support to paralegals and/or attorneys by assisting with various file/document management requests, including printing and uploading documents, medical records, and preparing IMEs. Strong communication skills are necessary to liaise with external parties, such as medical providers and third-party billers, and to assist with both billable and non-billable tasks.

This position requires an organized, proactive individual capable of multitasking and managing a wide range of office duties.

Responsibilities include, but are not limited to:

· Open and close the office daily

· Assist Paralegals with IME Packets, DIME Packets, and Hearing Exhibits

· Manage conference Room Schedule

· Coordinating your office location's events with the firm's events as needed

· Performs other related duties as assigned

The right candidate for this position possesses the following experience and skills:

· Professional personal presentation and telephone demeanor

· Strong attention to detail, organizational skills, and the ability to multitask

· Computer skills and experience with Microsoft Word and Outlook required

· Customer service oriented, organized, and reliable

· Ability to work well under pressure

· Basic understanding of office equipment.

· Basic understanding of clerical procedures and systems, such as recordkeeping and filing.

· Ability to work independently and identify and solve problems

· Ability to organize and prioritize work.

Education and Experience:

· High school graduate.

· 1 year of clerical work experience preferred but not required

Physical Requirements:

· Prolonged periods sitting at a desk and working on a computer

· Must be able to lift up to 15 pounds at times.

Benefits:

· Salary range for this position is $36,000 - $43,000/year, depending on experience

· Health Insurance

· Dental & Vision Insurance

· Voluntary Life, AD&D

· HSA

· Medical and Dependent Care FSAs

· 401 (k) & Profit Sharing after eligibility period

· PTO & Vacation