CAS Administrative Assistant

Cozen O'Connor Corporation•Philadelphia, PA

16h•$50,000 - $65,000•Hybrid

About The Position

The Cozen O'Connor Administrative Assistant is responsible for daily administrative support of the Centralized Services team. This is a hybrid role with 3 days in the Philadelphia office and 2 days working from home. Responsibilities Invoice Processing & Billing Support Serve as the primary resource responsible for processing all zzCapture invoices in the ARC queue, ensuring invoices are reviewed, researched, and routed accurately in accordance with established procedures and billing requirements. Review invoices to identify the correct matter, client, and billing pathway, including determining whether invoices should be processed through ChromeRiver or sent directly to the client based on applicable billing guidelines and client‑specific rules. Research and apply client and matter‑specific billing guidelines, including coordination with Legal Practice Assistants, Billing Coordinators, Accounts Payable, and attorneys as needed to ensure compliance and accuracy. Communicate with attorneys to resolve invoice questions, obtain approvals when required, and clarify billing direction to prevent delays or rework. Escalate exceptions or unclear billing scenarios appropriately and document outcomes to support consistent handling of future invoices. Attorney Information & Reference Sheet Maintenance Support the CAS leadership team with maintaining and updating attorney reference sheets, ensuring information such as preferences, court credentials, Amex details, and administrative requirements remain current and accurate. Assist with identifying updates to attorney information received through email, onboarding, or workflow activity and ensure validated changes are routed through the proper governance process for reference sheet updates. Understand and adhere to established controls around attorney templates and reference sheets, including proper routing of updates and restrictions on direct template modifications. Support periodic reviews of attorney information to ensure ARC and DPC staff are working from accurate and reliable data when completing assignments. Training & Knowledge Support Provide operational support by assisting with documentation updates, process alignment, and knowledge sharing related to ARC and DPC. Maintain awareness of onboarding processes, training schedules, and reference materials to support new hires and cross‑trained staff as needed. Back-up Support Provide back-up admiinistrative support with document-based tasks for the Attorney Resource Center (ARC) and the Document Production Center (DPC). Responsibilities associated with the job may change from time to time in accordance with business needs; incumbent may be require to perform other duties as assigned. The salary range for this role is $50,000 - $65,000 and represents the Firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate’s relevant experience, qualifications and location.

Requirements

1-3 years of legal or related experience is preferred.
High School diploma or equivalent.
Proficiency with Microsoft Office Suite is necessary.
Excellent document processing skills and typing skills.
Must have an exemplary attention to detail.
Must have excellent verbal and written communication skills, and problem-solving abilities.
Excellent organization and workload prioritizing skills.
Ability to work effectively as part of a team and work independently.
High degree of professionalism and customer service orientation.

Nice To Haves

Experience with data entry and document management is beneficial.

Responsibilities

Invoice Processing & Billing Support Serve as the primary resource responsible for processing all zzCapture invoices in the ARC queue, ensuring invoices are reviewed, researched, and routed accurately in accordance with established procedures and billing requirements.
Review invoices to identify the correct matter, client, and billing pathway, including determining whether invoices should be processed through ChromeRiver or sent directly to the client based on applicable billing guidelines and client‑specific rules.
Research and apply client and matter‑specific billing guidelines, including coordination with Legal Practice Assistants, Billing Coordinators, Accounts Payable, and attorneys as needed to ensure compliance and accuracy.
Communicate with attorneys to resolve invoice questions, obtain approvals when required, and clarify billing direction to prevent delays or rework.
Escalate exceptions or unclear billing scenarios appropriately and document outcomes to support consistent handling of future invoices.
Attorney Information & Reference Sheet Maintenance Support the CAS leadership team with maintaining and updating attorney reference sheets, ensuring information such as preferences, court credentials, Amex details, and administrative requirements remain current and accurate.
Assist with identifying updates to attorney information received through email, onboarding, or workflow activity and ensure validated changes are routed through the proper governance process for reference sheet updates.
Understand and adhere to established controls around attorney templates and reference sheets, including proper routing of updates and restrictions on direct template modifications.
Support periodic reviews of attorney information to ensure ARC and DPC staff are working from accurate and reliable data when completing assignments.
Training & Knowledge Support Provide operational support by assisting with documentation updates, process alignment, and knowledge sharing related to ARC and DPC.
Maintain awareness of onboarding processes, training schedules, and reference materials to support new hires and cross‑trained staff as needed.
Back-up Support Provide back-up admiinistrative support with document-based tasks for the Attorney Resource Center (ARC) and the Document Production Center (DPC).
Responsibilities associated with the job may change from time to time in accordance with business needs; incumbent may be require to perform other duties as assigned.