Administrative Assistant - Immigration

Thompson Hine LLP, an AmLaw 200 firm, is seeking an Administrative Assistant - Immigration to join their team in Cleveland. The role involves providing administrative and billing support to the Immigration practice group, ensuring efficient operations and high-quality service to clients.ResponsibilitiesCreates, revises, styles, and properly formats error-free correspondence, memoranda, and other documents in support of assigned attorneys and other designated timekeepersSubmits expense reimbursement requests and related receiptsFollows-up on approvals and status of payments as neededFollowing Firm guidelines, assists assigned attorneys and other designated timekeepers with all Business Intake related needs (submitting conflict-of-interest checks, opening new clients and matters, preparing and sending engagement letters, etc.)Maintains accurate and updated client files, both electronic and physical files as neededReviews and prepares files to be closed when matters are completeCoordinates travel arrangements and related logistics for assigned attorneys and other designated timekeepers, as neededManages general administrative and clerical duties as necessary; answers calls for assigned attorneys and other designated timekeepers if requested, processes incoming and outgoing mail and deliveries in a timely manner, etcDemonstrates advanced proficiency in Microsoft Outlook by proactively managing calendar appointments, scheduling in-person and virtual meetings, managing meeting conference room, and catering logistics as necessaryInteracts professionally with clients, visitors, and colleagues; provides consistent, high-quality service to internal and external clients; and upholds strict confidentiality of the attorney-client relationshipWorks closely with all functional support departments and other administrative staff to provide proper assignment support (Business Intake, Office Services, Finance, Library, Firmwide Administrative Support Center, Marketing, Paralegals, etc.)Works collaboratively with peers to help provide backup support as neededUtilizes Firm-approved technology, document management systems, and collaboration tools to enhance efficiency and accuracyContributes to continuous improvement initiatives by identifying opportunities to streamline workflows and enhance service deliveryElectronic Prebill Review & Billing CoordinationReview and manage attorney prebills within the firm’s electronic billing systemEnter attorney billing instructions directly into Aderant, including narrative edits, billing notes, and adjustments for current and future billing cyclesTransition paper-based prebill review to the firm’s electronic workflowCoordinate with billing specialists once prebill edits are finalized so invoices can be processed and finalizedEnsure billing notes and instructions are properly documented for future billing periodsMonitor completion of draft invoices and notify billing specialists when prebills are ready for processingSupport the firm’s standard billing workflowFor invoices distributed outside of eBilling, email invoices to clients and copy the billing specialist to ensure proper posting and recordkeeping in AderantTrack invoice status and assist with follow-up when neededMaintain accurate client and matter information in Aderant, including: Client contacts, Billing addresses, Distribution instructionsUpdate records as needed to ensure billing accuracy and compliance with client requirementsServe as a resource for attorneys by retrieving general billing information when requested, including: Copies of invoices, Billing status, Client billing preferences, Matter-level billing activityAssist attorneys with billing-related inquiries and coordination with the central billing teamAssist with documentation of billing procedures and workflows for assignmentsSupport training and testing efforts related to billing systems and process improvementsParticipate in initiatives designed to improve billing efficiency and standardize firmwide practicesMonitor monthly billing cycles and follow up with attorneys to ensure prebills are reviewed and returned by the billing deadlinesReview invoices for compliance with client billing guidelines and flag potential issues prior to submissionMaintain documented billing instructions for assigned attorneys and matters to ensure consistency in future billing cyclesCoordinate with attorneys, billing specialists, and accounting staff to ensure billing instructions, edits, and invoice distribution are properly executedAdhere to the firm’s standard electronic billing workflow and assist in transitioning paper-based billing processes to the firm’s digital systemsSkillsCreates, revises, styles, and properly formats error-free correspondence, memoranda, and other documents in support of assigned attorneys and other designated timekeepersSubmits expense reimbursement requests and related receiptsFollows-up on approvals and status of payments as neededAssists assigned attorneys and other designated timekeepers with all Business Intake related needs (submitting conflict-of-interest checks, opening new clients and matters, preparing and sending engagement letters, etc.)Maintains accurate and updated client files, both electronic and physical files as neededReviews and prepares files to be closed when matters are completeCoordinates travel arrangements and related logistics for assigned attorneys and other designated timekeepers, as neededManages general administrative and clerical duties as necessary; answers calls for assigned attorneys and other designated timekeepers if requested, processes incoming and outgoing mail and deliveries in a timely manner, etcDemonstrates advanced proficiency in Microsoft Outlook by proactively managing calendar appointments, scheduling in-person and virtual meetings, managing meeting conference room, and catering logistics as necessaryInteracts professionally with clients, visitors, and colleagues; provides consistent, high-quality service to internal and external clients; and upholds strict confidentiality of the attorney-client relationshipWorks closely with all functional support departments and other administrative staff to provide proper assignment support (Business Intake, Office Services, Finance, Library, Firmwide Administrative Support Center, Marketing, Paralegals, etc.)Works collaboratively with peers to help provide backup support as neededUtilizes Firm-approved technology, document management systems, and collaboration tools to enhance efficiency and accuracyContributes to continuous improvement initiatives by identifying opportunities to streamline workflows and enhance service deliveryReview and manage attorney prebills within the firm's electronic billing systemEnter attorney billing instructions directly into Aderant, including narrative edits, billing notes, and adjustments for current and future billing cyclesTransition paper-based prebill review to the firm's electronic workflowCoordinate with billing specialists once prebill edits are finalized so invoices can be processed and finalizedEnsure billing notes and instructions are properly documented for future billing periodsMonitor completion of draft invoices and notify billing specialists when prebills are ready for processingSupport the firm's standard billing workflowEmail invoices to clients and copy the billing specialist to ensure proper posting and recordkeeping in AderantTrack invoice status and assist with follow-up when neededMaintain accurate client and matter information in Aderant, including: Client contacts, Billing addresses, Distribution instructionsUpdate records as needed to ensure billing accuracy and compliance with client requirementsServe as a resource for attorneys by retrieving general billing information when requested, including: Copies of invoices, Billing status, Client billing preferences, Matter-level billing activityAssist attorneys with billing-related inquiries and coordination with the central billing teamAssist with documentation of billing procedures and workflows for assignmentsSupport training and testing efforts related to billing systems and process improvementsParticipate in initiatives designed to improve billing efficiency and standardize firmwide practicesMonitor monthly billing cycles and follow up with attorneys to ensure prebills are reviewed and returned by the billing deadlinesReview invoices for compliance with client billing guidelines and flag potential issues prior to submissionMaintain documented billing instructions for assigned attorneys and matters to ensure consistency in future billing cyclesCoordinate with attorneys, billing specialists, and accounting staff to ensure billing instructions, edits, and invoice distribution are properly executedAdhere to the firm's standard electronic billing workflow and assist in transitioning paper-based billing processes to the firm's digital systemsBenefitsMedical, dental, and vision insurancePaid Time Off (PTO)Company OverviewThompson Hine LLP, a full-service business law firm with over 400 lawyers in 11 offices, was ranked number 1 in the category "Most innovative North American law firms: New working models" by the Financial Times and was 1 of 7 firms shortlisted for The American Lawyer's inaugural Legal Services Innovation Award. It was founded in 1911, and is headquartered in Cleveland, Ohio, USA, with a workforce of 501-1000 employees. Its website is http://www.thompsonhine.com/.Company H1B SponsorshipThompson Hine LLP has a track record of offering H1B sponsorships, with 1 in 2024, 1 in 2023, 1 in 2021, 1 in 2020. Please note that this does not guarantee sponsorship for this specific role.



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