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Octagon Consulting LLC

Legal Administrative Assistant Job at Octagon Consulting LLC in Liberty

Octagon Consulting LLC, Liberty, TX, US

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Job Description

Job Description
Job Summary:
The Legal Administrative Assistant plays a vital role in supporting the legal team, taxpayers, and internal staff by handling client communication, managing documents and payment agreements, and maintaining accurate records. This role requires excellent organizational, communication, and time management skills, along with a working knowledge of legal processes related to property tax collections.
Primary Purpose of the Position:
This position exists to ensure the smooth operation of legal administrative functions by:
  • 50% — Assisting taxpayers via phone and in person, handling appointment scheduling, monitoring calendars, and returning after-hours messages.
  • 25% — Drafting payoff quotes, managing mail, preparing and reviewing payment agreements, scanning and coding received agreements, and mailing default letters.
  • 25% — Entering and coding data in Oracle Litigation and Spindlemedia systems, and managing office supply orders.
Essential Functions and Responsibilities:
  1. Build and maintain positive communication with clients and taxpayers.
  2. Answer taxpayer phone calls and assist with inquiries regarding property issues or received notices; escalate as needed.
  3. Assist walk-in taxpayers with payment agreements or payoff requests.
  4. Send and respond to payoff emails.
  5. Review incoming payment agreements; contact taxpayers in default as needed.
  6. Apply hold codes in system for law firm and clients; scan/upload signed agreements into the digital file system.
  7. Prepare and mail default letters.
  8. Provide document preparation assistance to Area Managers, attorneys, and law firm staff.
  9. Monitor and review monthly payment agreement reports from tax offices.
  10. Assist in preparing litigation documents including dismissals, nonsuits, partials, and cost letters.
  11. Perform other tasks as assigned within the scope of the position.
Non-Essential Functions:
  • Occasionally attend client events or assist at the tax office as needed.
Physical Demands and Work Environment:
  • Frequent sitting and talking/hearing in an office setting.
  • Occasional walking, reaching, and use of hands/fingers to operate office tools.
  • May occasionally lift and/or move up to 10 pounds.
  • Visual ability to adjust focus for reading and computer work.
Knowledge, Skills, and Abilities:
  • Excellent time management and organizational skills.
  • Strong grammar and written communication abilities.
  • Proficiency in Microsoft Office Suite, especially Excel.
  • Ability to manage office supply inventory.
  • Strong interpersonal and problem-solving skills.
  • Capable of working independently and as part of a team.
Requirements and Qualifications:
  • High School Diploma or equivalent required.
  • Valid driver’s license and access to a vehicle.
  • Occasional travel within the County.
  • Must be available to work full-time, Monday through Friday, 8:00 AM – 5:00 PM (excluding holidays).