Jackelyn Ruiz
Stafford,VA
Summary
Experienced Administrative and Legal Support Professional specializing in financial management, client services, and office administration in immigration law. Expertise in document management, billing, scheduling, and client communication, ensuring confidentiality. Supports attorneys and staff to enhance workflow efficiency and deliver exceptional client service. Knowledgeable in QuickBooks, Clio, and case management systems.
Overview
5
5
years of professional experience
Work History
Financial Case Manager
Thoronka Law Offices
Woodbridge, Virginia
12.2023 - Current
- Process client payments, issue invoices, and maintain accurate records for immigration legal services
- Managed payment plans, monitored overdue balances, and communicated with clients to ensure timely account resolution
- Perform high-volume data entry of financial transactions, client payments, and billing details into Quickbooks and Clio
- Review and verify financial data for accuracy, correcting discrepancies and ensuring proper documentation
- Maintain and update client financial records, ledgers, and account histories in internal systems
- Enter, track, and reconcile transactions across multiple platforms to ensure consistency and accuracy
- Assist with IOLTA/trust account tracking and compliance
- Prepared monthly financial summaries detailing revenue and expenses for accurate financial oversight
- Coordinated with attorneys and paralegals to ensure accurate billing and updated client accounts.
- Assisted with year-end financial preparation by compiling and entering documentation to support comprehensive financial reporting
- Managed accounts receivable by establishing payment timelines and performing consistent follow-ups, improving on-time payment rates
- Reviewed changes to USCIS and government filing fees for timely client notifications.
- Maintain strict confidentiality of sensitive financial and client information
- Provide front-desk and administrative support during high-volume periods
Front Desk Administrative Assistant
Thoronka Law Offices
Woodbridge, Virginia
01.2023 - 12.2023
- Greeted clients and maintained a professional, welcoming office environment
- Managed multi-line phone system, screened calls, routed inquiries, and took accurate messages
- Coordinated scheduling, appointments, and calendar management for staff and attorneys, ensuring efficient use of time and resources
- Monitored and responded to main office email inbox, directing communications to appropriate parties for timely resolution
- Prepared, scanned, uploaded, and organized legal documents in Clio case management system
- Managed incoming and outgoing mail, including time-sensitive USCIS correspondence
- Assisted with document preparation, data entry, and file maintenance
- Coordinated client intake, collected documentation, and ensured file completeness
- Maintained organized digital and physical filing systems
- Supported Spanish-speaking clients and facilitated clear communication
- Provided administrative and operational support to attorneys and staff, facilitating smooth office operations
- Maintained confidentiality of sensitive legal and client information
Immigration Integration Specialist
CASA VIRGINIA / AMERICORPS PROGRAM
Woodbridge, Virginia
12.2021 - 08.2022
- Supported community members in navigating immigration resources, enhancing access to assistance
- Conducted client intake assessments, facilitating connections to legal and social services for individuals in need
- Presented outreach sessions on immigration rights and available community resources, informing and empowering audiences
- Maintained detailed case notes and service logs in compliance with program requirements
Front Desk Agent
Hampton Inn By Hilton
Stafford, Virginia
08.2021 - 12.2021
- Delivered excellent customer service during guest check-in and check-out processes
- Handled guest concerns and resolved issues to maintain satisfaction
- Managed reservations and updates using Hilton OnQ system
- Processed payments and balanced cash transactions
- Maintained organized front desk operations and compliance with brand standards
- Assisted with nightly audit procedures and financial reporting
Education
High School Diploma -
James Madison High School
RemoteSkills
- Administrative Support
- Calendar Management & Scheduling
- Client Communication & Customer Service
- Document Preparation & Organization
- Financial Reporting & Billing
- Payment Processing & Reconciliation
- Data Entry & Case Management Systems (Clio)
- QuickBooks
- Time-Sensitive Document Handling
- Confidentiality & Compliance
- Bilingual Communication (English/Spanish)
- Team Collaboration
Languages
English
Native/ Bilingual
Spanish
Professional
Timeline
Financial Case Manager
Thoronka Law Offices
12.2023 - Current
Front Desk Administrative Assistant
Thoronka Law Offices
01.2023 - 12.2023
Immigration Integration Specialist
CASA VIRGINIA / AMERICORPS PROGRAM
12.2021 - 08.2022
Front Desk Agent
Hampton Inn By Hilton
08.2021 - 12.2021
High School Diploma -
James Madison High School