Executive Legal Assistant / Office Manager

Job Overview

Kinsler Law is an applicant-side workers’ compensation firm in Oxnard representing injured workers across Ventura and Santa Barbara Counties. We are a small office with a large caseload, and the job here is simple to state: move cases forward and get our clients their benefits as quickly as possible without giving anything away.

We’re hiring an Executive Legal Assistant / Office Manager to own the administrative side of the practice: taking new clients from the first phone call to a filed case, keeping every open file moving through the WCAB process, and keeping the office itself running. You’ll own workflows, not just tasks, and you’ll be the person attorneys and support staff rely on to know how things get done.

Bilingual fluency in English and Spanish (spoken and written) is required. Most of our clients communicate in Spanish.

The right person is organized, persistent, and resourceful. Insurance carriers don’t always answer, employers don’t always cooperate, and deadlines don’t move. When a file stalls, you find out why and get it moving. When something needs an attorney’s decision, you bring the options, not just the problem.

This is a big role, and we know it. If you can do all of it, we’ll pay for it. If you can do most of it and want to learn the rest, we want to hear from you too. The scope and the compensation will be shaped around the person we hire.

Key Responsibilities

Intake and case opening

• Handle new-client calls and consultations: capture the injury, employer, treatment history, prior claims, and referral source; schedule appointments; prepare intake packets (DWC-1, attorney and fee disclosures, venue authorization) for e-signature or in-person signing
• Open matters in MerusCase, add parties, and file the Application for Adjudication through JetFile with proof of service
• Prepare and serve representation letters to the employer and carrier and the primary treating physician designation letter
• Confirm the correct carrier, third-party administrator, and claim number on every new file, and keep following up until you have them

Case management

• Calendar and control deadlines (QME panel requests, hearings, filings, follow-ups) so nothing depends on someone remembering
• Recognize triggering documents the day they arrive (delay and denial notices, hearing notices, UR determinations) and start the next step
• Draft and serve routine filings and correspondence: Declarations of Readiness, petitions, records requests, treatment authorization requests, settlement paperwork
• Request and track medical, employment, and prior-claim records to completion
• Schedule QME/AME evaluations and depositions and prepare clients for them
• Communicate with clients in Spanish and English by phone, email, and in person: explain what’s happening and what comes next, and get what the file needs
• Work professionally with adjusters, defense counsel, medical offices, WCAB staff, and lien claimants

Office management

• Own the firm’s administrative systems: MerusCase, e-filing and e-service, phones, mail, supplies, and vendors
• Document how things are done, keep procedures current, and train and coordinate support staff so any team member can pick up any file
• Help the firm adopt new tools, including AI-assisted document review and drafting

Required Qualifications

• Bilingual English/Spanish: professional reading, writing, and speaking in both
• 2+ years in a law office, or in another deadline-driven, document-heavy setting (medical office, insurance, or claims work translates well)
• Organized and reliable, comfortable running many things at once
• Comfortable with technology and quick to learn new systems
• Calm and professional with clients who are injured, stressed, or unfamiliar with the system; discreet with confidential medical and financial information
• You work a problem before you escalate it

We’ll Teach You (don’t count yourself out if you’re missing these)

• Workers’ compensation procedure: EAMS/JetFile, DWC forms, the QME panel process, MPNs, working with adjusters and TPAs
• MerusCase and our filing, calendaring, and correspondence workflows

A Plus

• California workers’ compensation experience, especially applicant-side
• Experience with MerusCase
• Experience supervising or training staff, or writing office procedures

In Your First 90 Days

• You’re handling new-client calls, preparing intake packets, opening matters in MerusCase, and filing A…