Administrative Support Secretary Intake 9/11 Law Firm

Administrative Support Secretary — Intake Department (9/11 Law Firm)

Location: Hauppauge, NY (on-site; occasional remote possible after training)
Schedule: Full-time, Mon–Fri (occasional OT)
Compensation: $45,000.00-$47,500.00 hourly + OT eligible; benefits (health/dental/vision, PTO, 401(k))

About the Role

We’re a high-volume 9/11 firm supporting clients and families navigating the 9/11 Victim Compensation Fund and WTC Health Program. The Administrative Support Secretary is the first point of contact for prospective and current clients and a key partner to our Intake Team and Case Managers. This role is phone-intensive, follow-up driven, and detail-oriented with significant data entry and document preparation responsibilities.

What You’ll Do

1. Answer and place a high volume of calls; route, message, and document all contact with empathy and professionalism.
2. Conduct follow-ups via phone, SMS, and email to obtain missing information, signatures, and documents.

1. Create and maintain accurate intake files; enter demographics, exposure timelines, employment/medical details; update case stages in CMS/CRM.
2. Maintain clean data (merge duplicates, standardize names/dates, correct errors).

1. Prepare and send retainer packets, HIPAA/SSA authorizations VCF intake documents.
2. Coordinate e-signatures (HelloSign/Dropbox Sign), scan/index uploads, and apply firm naming conventions.

Tools You’ll Use

LawRuler, HubSpot/CRM, CallRail, RingCentral, Microsoft 365 (Outlook/Excel/Word), Dropbox/HelloSign, scanners/copiers.

What Success Looks Like (KPIs)

• Call handling: Meets daily call answer/return targets; same-day voicemail/screen response.
• Follow-ups: On-time completion of assigned tasks; signature/records chase within SLA.
• Quality: ≥98% data accuracy; documents correctly prepared and filed on first pass.

What You Bring

• 1–3 years of administrative/phone support in legal, medical, insurance, or call-center environments (high-volume experience preferred).
• Excellent phone etiquette, clear written communication, and compassionate, trauma-informed client service.
• Fast, accurate typing (≈45+ wpm) and strong attention to detail.
• Comfort with multitasking between calls, data entry, and document prep.
• Familiarity with 9/11 VCF or WTC Health Program is a plus (we will train).
• Bilingual (Spanish/Greek/other) a plus.

Compliance & Confidentiality

Handle PII/PHI with strict confidentiality; follow firm policies on record retention, conflict checks, and HIPAA-adjacent best practices.

Physical/Work Requirements

Prolonged computer/phone use (headset provided); occasional lifting of files up to 20 lbs.

Equal Opportunity

We are an equal opportunity employer. We celebrate diversity and are committed to a respectful, inclusive workplace.

Benefits:

• 401(k)
• 401(k) profit sharing
• Dental insurance
• Free parking
• Health insurance
• Opportunities for advancement
• Paid sick time
• Paid time off
• Vision insurance
• Wellness program