Paralegal & Billing Specialist (Small Law Firm)
- Rochester, NY
- $50,000-60,000 per year
- Permanent
- Full-time
Details:
Monday – Thursday, 37.5 Hours
WFH ability after full trained up
Our client is a Rochester-based law firm serving individuals and small businesses in estate planning & administration/probate, Medicaid & elder law, business formations and counsel, and residential/commercial real estate. The firm is known for practical, client-first service built on decades of experience.
The opportunity
The current longtime paralegal has transitioned out, and TES Staffing is actively seeking an experienced, roll-up-your-sleeves professional ASAP. This can be one hybrid role (Paralegal & Billing) or two hires – and we’re open to structuring it around the right talent. You’ll work directly with the owner and a small, fast-moving team where your judgment, organization, and follow-through matter every day.
Job Description:
Core Paralegal (≈80% of the work)
- Estate administration & probate: open estates, prepare petitions/waivers, coordinate filings, track deadlines, communicate with executors/beneficiaries, assemble accounting packages.
- Estate planning: draft and revise Wills, POAs, HCPs, trusts, asset/beneficiary designation coordination, assemble signing packages and binders.
- Business/corporate (light): form LLCs/corporations, prepare basic organizational documents, track biennial filings.
- Real estate (about one closing/week): order/title updates, collect payoffs, assemble closing packages, coordinate with lenders/agents, and post-closing follow-through.
- Client communication & calendars: manage Outlook calendars, task lists, reminders, and correspondence; keep matters moving and clients informed.
- File & document management: scan/organize documents in Cabinet (training provided); maintain tidy digital files; version and share drafts for attorney review.
- Enter attorney/paralegal time daily; generate prebills and monthly invoices.
- Coordinate with our outsourced billing partner during ramp-up; learn and take over QuickBooks time & billing once trained.
- Handle basic A/R follow-ups and payment posting in collaboration with the attorney.
- Microsoft Outlook (heavy calendaring/email) and Word (document drafting & styles).
- QuickBooks (time & billing; will train if experienced in similar systems).
- Cabinet DMS for scanning/filing (easy to learn; training provided).
- Optional: digital dictation; we’re open to adopting tools that make your work faster.
- Experience in a small law firm setting supporting estate matters (administration/probate and/or planning).
- Solid working knowledge of legal drafting and court/Surrogate’s procedures; comfortable juggling multiple matters with minimal hand-holding.
- Billing literacy: you understand time entries, prebills, invoice reviews, and A/R basics (or can learn quickly).
- Tech-steady: strong in Outlook/Word; organized digital filer; quick to pick up a new DMS or billing workflow.
- Professional, plain-spoken communicator with clients, courts, and counterparties; steady under deadlines.
Schedule, flexibility & workplace
- 37.5-hour workweek with flexible hours (examples: 7:30–4:00, etc.).
- Work-from-home flexibility after training (especially in winter) for heads down drafting/billing.
- Free parking.
- Friendly, casual office where the expectation is simple: do solid work and keep matters moving. Some weeks are busier; some aren’t. Take breaks, then finish the job.
- Starting at $25/hour (approximately $50,000–$55,000/year).
- 401(k) with 5% match.
- PTO/vacation is flexible and practical; sick-day approach is common-sense.
- No employer medical plan.