Support Staff Positions

Coughlin & Gerhart, L.L.P. is currently seeking a full-time Accounting Specialist responsible for some of the law firm's trust accounting, accounts payable, and billing functions. The position assists the Director of Finance with preparation of trust deposits, check writing and billing. The position will perform a variety of accounting and administrative duties in order to maintain accurate financial records and reports. The position's responsibilities require independent analysis, effective communication, and problem solving. Work is performed with little supervision and requires initiative and judgment.

The position will be housed in Ithaca, New York, but candidate must be able to travel weekly to corporate office in Kirkwood, New York.

Essential Duties and Responsibilities:

  • Oversees trust accounting and check writing functions in the firm's Ithaca office.
  • Assists in billing function.
  • Uses and is familiar with all financial computer systems, manuals and procedures, and maintains and updates procedural manuals as needed.
  • Coordinates office purchasing.

Qualifications:

A Bachelor Degree in Accounting or a related degree is preferred, with three to five years of relevant experience. An Associate Degree will be considered with extensive experience. Experience with basic Microsoft software is required. Experience in law firm with legal accounting programs is desired. Experience in general business accounting procedures; strong written and verbal communication skills; good organizational and multi-tasking skills; the ability to research problems and make sound decisions using manuals and other pertinent data; the ability to perform complex arithmetic calculations, and maintain spreadsheets and records.

A competitive salary in addition to an excellent benefit package including health, dental, vision, 401(k) & profit-sharing plan, and paid time off.

Please email or send a confidential resume and cover letter to:

Director of Human Resources

Coughlin & Gerhart, L.L.P.

P.O. Box 2039

Binghamton, New York 13902-2039

Email Address: [email protected]

Coughlin & Gerhart, LLP offers employment opportunities for Support Staff positions.

We are currently seeking a full-time Real Estate Legal Secretary to work in our main Binghamton office location with 2+ years' experience. Assists and provides a range of legal support and administration to the Real Estate practice. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

GENERAL STATEMENT OF DUTIES:

Performs a variety of administrative and secretarial duties for a high volume Real Estate Attorney. Coordinates and prioritizes the Attorney's active files. Maintains positive contact with clients, attorneys and staff, while observing confidentiality of client matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Operates Microsoft Office products, Prolaw Electronic Document Management System, Orion legal billing system, photocopiers/scanners, and postage meter.
  • Prepares correspondence, memoranda and other legal documents from written and oral drafts; drafts standard correspondence and other documents.
  • Scans and serves electronic documents to outside parties prior to preparing for service via regular mail.
  • Screens telephone calls and records messages; responds to inquiries on a variety of matters, such as the status of pending cases, administrative and court rules, and appeal procedures; refers calls to appropriate personnel; acts as liaison between attorney and clients, as well as outside agencies.
  • Maintains detailed status reports on all active files in order to provide information upon request.
  • Reads, sorts, dates and scans all incoming and outgoing mail for attorneys. Ensures outgoing mail is sent timely and, when necessary, uses express delivery services, following up on delivery.
  • Establishes and maintains calendars (both hard copy and electronic) with deadline reminders, schedules and arranges meetings and conferences, notifies all parties; coordinates travel arrangements; prepares itineraries and maintains travel records.
  • Opens new files, requests conflict of interest checks and maintains all client and general files. Conducts periodic review for possible storage of older files.
  • Performs open file procedures, such as entering contact information for parties, attorneys and insurance companies into Prolaw; prepares drafts of any documents required at the time of opening, such as engagement letters, retainer agreements, contracts, real estate letters, etc.
  • Closes files following all office procedures, including preparing file for closing by cleaning out file and scanning any documents not yet scanned into Prolaw, running WIP from Orion, pulling any original materials to be returned to client and preparing closing cover sheet for submission to the Records Department.
  • Receives clients and visitors, maintains good public relations with clients, and observes confidentiality of attorney/client relationship.
  • Makes appointments for attorney(s); handles potential client calls dealing with real estate matters.
  • Files all documents related to client files (both electronic and hard copies).

QUALIFICATIONS, KNOWLEDGE, and SKILLS:

  • Ability to proofread and edit (e.g. punctuation, grammar, spelling) routine law office correspondence and legal case matters. Perform non-complex arithmetic calculations when verifying calculations on forms and documents; maintain records and filing systems.
  • Excellent written and oral communication skills, including strong knowledge of legal terminology, specifically residential real estate with a basic understanding of commercial real estate terms as well.
  • At least two years on-the-job experience in the real estate field in order to produce accurate legal documents with minimal supervision.
  • Ability to follow complex instructions and guidelines in order to make decisions and take necessary actions.
  • Ability to maintain composure during situations occurring as a result of workload and/or deadlines.
  • Ability to communicate effectively
  • Ability to move from one project to another.
  • Ability to organize and prioritize numerous tasks and complete them under time constraints.

EDUCATION and/or EXPERIENCE:

  • High school diploma required; AAS degree preferred

CERTIFICATES, LICENCES, REGISTRATIONS:

  • Notary Public License preferred

Please email or send resume and cover letter to:

Human Resources
Coughlin & Gerhart, LLP
PO Box 2039
Binghamton, New York 13902-2039

Email Address: [email protected]

For more information about Support Staff positions at Coughlin & Gerhart, LLP, contact us at [email protected]