Administrative Support Secretary Intake 9/11 Law Firm
11 days ago
Hauppauge
Job Description Administrative Support Secretary β Intake Department (9/11 Law Firm) Location: Hauppauge, NY (on-site; occasional remote possible after training) Schedule: Full-time, MonβFri (occasional OT) Compensation: $45,000.00-$47,500.00 hourly + OT eligible; benefits (health/dental/vision, PTO, 401(k)) About the Role Weβre a high-volume 9/11 firm supporting clients and families navigating the 9/11 Victim Compensation Fund and WTC Health Program. The Administrative Support Secretary is the first point of contact for prospective and current clients and a key partner to our Intake Team and Case Managers. This role is phone-intensive, follow-up driven, and detail-oriented with significant data entry and document preparation responsibilities. What Youβll Do β’ Heavy phones & client care, β’ Answer and place a high volume of calls; route, message, and document all contact with empathy and professionalism., β’ Conduct follow-ups via phone, SMS, and email to obtain missing information, signatures, and documents., β’ Intake & data entry, β’ Create and maintain accurate intake files; enter demographics, exposure timelines, employment/medical details; update case stages in CMS/CRM., β’ Maintain clean data (merge duplicates, standardize names/dates, correct errors)., β’ Document preparation & processing, β’ Prepare and send retainer packets, HIPAA/SSA authorizations VCF intake documents., β’ Coordinate e-signatures (HelloSign/Dropbox Sign), scan/index uploads, and apply firm naming conventions., β’ Scheduling & coordination, β’ Book consultations, confirm appointments, and send reminders; coordinate with Case Managers to keep files moving., β’ Admin support LawRuler, HubSpot/CRM, CallRail, RingCentral, Microsoft 365 (Outlook/Excel/Word), Dropbox/HelloSign, scanners/copiers. What Success Looks Like (KPIs) β’ Call handling: Meets daily call answer/return targets; same-day voicemail/screen response., β’ Follow-ups: On-time completion of assigned tasks; signature/records chase within SLA., β’ 1β3 years of administrative/phone support in legal, medical, insurance, or call-center environments (high-volume experience preferred)., β’ Excellent phone etiquette, clear written communication, and compassionate, trauma-informed client service., β’ Fast, accurate typing (β45+ wpm) and strong attention to detail., β’ Comfort with multitasking between calls, data entry, and document prep., β’ Familiarity with 9/11 VCF or WTC Health Program is a plus (we will train). Handle PII/PHI with strict confidentiality; follow firm policies on record retention, conflict checks, and HIPAA-adjacent best practices. Physical/Work Requirements Prolonged computer/phone use (headset provided); occasional lifting of files up to 20 lbs. Equal Opportunity We are an equal opportunity employer. We celebrate diversity and are committed to a respectful, inclusive workplace. Benefits: β’ 401(k), β’ 401(k) profit sharing, β’ Dental insurance, β’ Free parking, β’ Health insurance, β’ Opportunities for advancement, β’ Paid sick time, β’ Paid time off, β’ Vision insurance