Overview
Work History
Skills
Timeline
Generic
Josephine "Josie" De Jesus

Josephine "Josie" De Jesus

Legal Field
West Palm Beach,FL

Overview

25
25
years of professional experience

Work History

LEGAL ASSISTANT/SCHEDULING CLERK

COLE, SCOTT & KISSANE (CSK)
West Palm Beach, FL
06.2023 - 01.2025
  • Ability to multitask and work well under pressure
  • Maintain cases organized by establishing and organizing files; monitor calendars; meeting deadlines; documenting actions; inputting information into file database and case management software; confirming case status with attorney(s)
  • Scheduling of CME/IMES and preparing Notices to be E-Filed
  • Calendaring once new Orders are received to include deadlines and reminders
  • Experience with Electronic Filing
  • Prepare and send engagement letters to new clients
  • Enter attorney/paralegal time entries in iTimekeep software
  • Open and closing of files
  • Delegate and authorize case responsibility to new attorneys and/or paralegals

ADMINISTRATIVE ASSISTANT/OFFICE COORDINATOR / SECRETARY

CHEN MOORE AND ASSOCIATES (CMA)
West Palm Beach, FL
05.2022 - 03.2023
  • Greet visitors and answer phone calls
  • Distribute and coordinate mail and track packages to and from all staff members
  • Assist marketing and project staff with assembly of proposal submittal packages as requested
  • Assist in new project setup and consultant services authorization (CSA) forms for accounting and business development
  • Deliver project and proposal submittals to clients as requested
  • Assist with any billable project work from Project Managers and any AR collection as requested
  • Assist with preparation of deliverables; printing, binding, FedEx, etc
  • Assist and coordinate any meetings to be scheduled for the Office Manager
  • Track and order all office supplies, kitchen and beverage supplies
  • Manage office equipment and coordinate all necessary maintenance
  • Track office equipment and office vehicles; maintain logs
  • Assist staff with any changes to cell phone service provided by CMA
  • Order meals for any staff lunches or events within the office
  • Organize meetings, training sessions, lunch and learns, webinars, and conference calls
  • Maintain Outlook calendar for conference room reservations
  • Coordinate attendance and payments for any staff attending professional society events
  • Prepare, coordinate and attend any firm wide social events
  • Assist with travel arrangements for any staff attending training, conferences, or events
  • Coordinate with building management for any repair/maintenance issues with office space
  • Coordinate and distribute all office keys and key cards
  • Notarize contract documentation as needed
  • Update new contacts within Deltek database
  • Handle all files to be archived in storage unit
  • Collect signed timesheets from office staff for review and distribute to relevant supervisor for approval then to accounting staff for filing
  • Distribute reviewed expense reports to relevant supervisors for approval
  • Maintain office calendar based on vacation requests approvals from supervisors
  • Assist and guide new employees with completion of on-boarding documentation
  • Assist staff with any coordination with ADP on insurance, benefits, policies, procedures questions
  • Maintain and distribute emergency preparedness plans to staff on annual basis
  • Maintain and distribute employee manual to staff on annual basis
  • Send email reminders/notifications to relevant staff on birthdays, anniversaries, new staff, timesheet, etc
  • Work on miscellaneous projects as directed by the Office Manager
  • Assist with I.T
  • Needs

PROFESSIONAL RECORDS COORDINATOR/ADMINISTRATIVE ASSISTANT

WICKER, SMITH, O'HARA, MCCOY & FORD
West Palm Beach, FL
03.2019 - 03.2020
  • Efficiently organize, prioritize, schedule and manage daily work activities, tasks and assignments
  • Send authorizations and/or subpoenas to providers
  • Submit prepayments and invoices for records in order to prepare attorneys for meetings
  • Follow-up with providers by phone and/or via email in order to prepare attorneys for meetings
  • Upload documents and files by using ProLaw & Copitrak
  • Enter attorney/paralegal time entries using Elite 3E
  • Assist with secretarial work overflow and Spanish translations
  • Handled day to day office functions such as faxing, shipping, scanning, etc
  • Performed routine clerical and administrative functions such as drafting correspondence, organizing and maintaining paper and electronic files, and providing information to callers

ADMINISTRATIVE ASSISTANT/FILE CLERK/OFFICE COORDINATOR

KIRWAN, SPELLACY & DANNER, P.A
West Palm Beach, FL
10.2017 - 06.2018
  • Opened office and prepared necessary duties to facilitate everyone's day to day routine
  • File Clerk
  • Assist with secretarial work overflow
  • English to Spanish translations
  • Upload documents and files by using ATO
  • Maintained the Neopost postage machine that required stamping mail depending on weight and destination
  • Scan and route incoming faxes including correspondence
  • Sort incoming correspondence to appropriate attorneys, including FedEx/UPS packages
  • Order office supplies
  • Submit invoices for payment

ADMINISTRATIVE ASSISTANT/RECEPTIONIST

SCHULER, HALVORSON, WEISSER, ZOELLER & OVERBECK, P.A
West Palm Beach, FL
04.2015 - 09.2017
  • Opened office and prepared necessary duties to facilitate everyone's day to day routine
  • Answered a busy 7 line switchboard which required transferring calls to the appropriate attorney, investigator, paralegal and/or secretary for handling depending on type of call
  • Transferred voice mail messages via email to the appropriate person depending on type of call
  • Dealt with clients on a daily basis that was done at a very high traffic front desk
  • Assist with secretarial work overflow and English to Spanish translations
  • Opened, closed and consolidated files by using FileSite and shredded the closed paper files
  • Maintained the NeoPost postage machine that required stamping mail depending on weight and destination
  • Routed and handled the courthouse parking pass including billing for such
  • Routed faxes to the appropriate individuals by scanning and emailing
  • Route and distribute all incoming correspondence/UPS/FedEx
  • Used Equitrac terminals for scanning and copying
  • Arranged conference calls
  • Handled end of day duties such as closing the office, turned off all machines making sure everyone's computer system was logged off and kitchen was clean

ADMINISTRATIVE ASSISTANT/RECEPTIONIST

CARLTON FIELDS, P.A
West Palm Beach, FL
05.2000 - 08.2013
  • Dealt with clients and multi-line switchboard that was done at a very high and multi-task highly professional front desk
  • Provided high-level administrative support by conducting research
  • Prepared statistical reports, handling information requests, and performing clerical functions such as preparing correspondence and receiving visitors
  • Arranged conference rooms and scheduling meetings on a software named Meeting Room Manager
  • Assisted with secretarial work overflow and translations
  • Enter attorney billable time, e-file via e-filing portal and submit expense reimbursements
  • Trained and supervised lower-level clerical staff
  • Performed routine clerical and administrative functions such as drafting correspondence, organizing and maintaining paper and electronic files, or providing information to callers
  • Routed faxes to the appropriate individual via RightFax software
  • Handled Equitrac terminals, end of month billing, postage along with forwarding voice mail messages to the appropriate staff
  • Assisted in programming key cards and door operations
  • Administrative Experience HIPAA Calendar Management Databases

Skills

Fast learner

Scheduling/Planning

Microsoft office

File organization

Calendar management

Legal document preparation

Client communication

Administrative support

Notary public

Proofreading

Task prioritization

Exceptional telephone etiquette

Timeline

LEGAL ASSISTANT/SCHEDULING CLERK

COLE, SCOTT & KISSANE (CSK)
06.2023 - 01.2025

ADMINISTRATIVE ASSISTANT/OFFICE COORDINATOR / SECRETARY

CHEN MOORE AND ASSOCIATES (CMA)
05.2022 - 03.2023

PROFESSIONAL RECORDS COORDINATOR/ADMINISTRATIVE ASSISTANT

WICKER, SMITH, O'HARA, MCCOY & FORD
03.2019 - 03.2020

ADMINISTRATIVE ASSISTANT/FILE CLERK/OFFICE COORDINATOR

KIRWAN, SPELLACY & DANNER, P.A
10.2017 - 06.2018

ADMINISTRATIVE ASSISTANT/RECEPTIONIST

SCHULER, HALVORSON, WEISSER, ZOELLER & OVERBECK, P.A
04.2015 - 09.2017

ADMINISTRATIVE ASSISTANT/RECEPTIONIST

CARLTON FIELDS, P.A
05.2000 - 08.2013
Josephine "Josie" De JesusLegal Field