Financial Operations Assistant

Department: Finance
Reports to: Director of Financial Operations
Location: Philadelphia, PA  - Fully in Office
Status: Full-time, Non-exempt
Anticipated Start Date: On or around October 1, 2026

Position Summary
Lundy Law is seeking a detail-driven, client-focused Financial Operations Assistant to carry settled cases from the point terms are reached through to disbursement, across a high-volume, tri-state personal-injury and workers’ compensation practice. The role prepares and sends releases to clients for signature, works directly with clients to get them explained, signed, and returned, transmits executed releases to carriers, runs child-support searches, drafts distribution sheets and routes them for electronic signature, follows up on settlement papers and recovery checks, and verifies and mails settlement, med-pay, lien, and trust checks. Because it is in regular direct contact with clients at the stage where they are waiting on their money, this is as much a client-service role as a financial-operations one, and it touches nearly every case the firm resolves.

Key Responsibilities

• Release preparation and delivery: Prepare and send releases and settlement documents to clients for signature, confirming each package is complete and matched to the correct matter.
• Client communication and support: Serve as the client’s day-to-day contact through closeout. Explain each document and what happens next, answer questions on timing and net recovery, return calls and emails promptly, and follow up until signed documents are returned.
• Document intake and status updates: Log signed releases and other documents received from clients and update the matter status on receipt so the file keeps moving.
• Release transmittal to carriers: Send executed releases to the insurance carrier and update case status and documentation.
• Child-support searches: Run child-support searches through the applicable state portals and record the results before funds are disbursed.
• Distribution sheets and e-signature routing: Draft distribution sheets covering gross recovery, attorney fees, advanced case costs, liens, and client net recovery, then route them for electronic signature to clients and in-house attorneys.
• Settlement paper and check follow-up: Follow up with carriers, defense counsel, and internal desks on outstanding settlement papers and recovery checks.
• Check verification and disbursement: Verify payee, amount, and matter on settlement, med-pay, lien, and trust checks, then mail them to clients, medical providers, lienholders, and carriers.
• Coordination, recordkeeping, and volume: Coordinate with the distribution, trust-accounts, case-cost, and lien desks so costs and liens are accounted for before disbursement; keep financial and status data current and audit-ready; and manage a high volume of concurrent closeouts across Pennsylvania, New Jersey, and Delaware.
• Other duties as required: Provide backup and support to the finance team as needed, including cross-coverage during absences and peak periods, and other duties as assigned to support department operations.

Client Service Expectations

• Responsiveness: Acknowledge client calls and emails the same business day where possible, even when the matter is still pending.
• Clarity: Explain releases, distribution sheets, and deductions in plain language, without giving legal advice.
• Patience and professionalism: Clients are often waiting on funds they need; handle every conversation with courtesy and composure.
• Proactive updates and escalation: Update clients at each milestone: release sent, signed release received, check received, and funds disbursed. Route legal questions to the handling attorney.

Required Qualifications

• Bachelor’s degree.
• Customer-service experience, ideally in a role with regular direct client or customer contact by phone and email.
• Ability to explain settlement documents in plain language, and to recognize the line between explaining a document and giving legal advice.
• High attention to detail in high-volume, deadline-driven work, including verifying payees and amounts before funds go out.
• Ability to learn case-management software, electronic-signature tools, and spreadsheets.
• Discretion with confidential client, medical, and financial information.

Preferred Qualifications

• IOLTA familiarity; exposure to medical, health-insurance, and workers’ compensation subrogation liens.
• Experience running child-support or other lien searches through state portals.
• Experience with DocuSign, Adobe Sign, or a comparable e-signature platform.
• Litify or a comparable practice-management platform; working knowledge of PA / NJ / DE personal-injury or workers’ compensation practice.

Core Competencies
Client service · Responsiveness · Organization · Accuracy · Follow-through · Collaboration · Time management · Professionalism · Confidentiality

Compensation & Benefits
Recommended posted range: $50,000 – $65,000 / year (≈ $24.00 – $31.25 / hour). Target ~$50,000–$54,000 for a solid-but-newer candidate; ~$56,000–$60,000 for a strong candidate with law-firm settlement/disbursement experience.
 

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