Legal Administrative Assistant

*SCOPE OF RESPONSIBILITY*: Under moderate supervision, and in accordance with the Firm’s policies and procedures, the Legal Administrative Assistant supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys and paralegals, performing complex and specialized administrative clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment.
*ESSENTIAL DUTIES AND RESPONSIBILITIES: *The essential functionsdescribed beloware representative of the job duties that employees in this position must be able to perform unassisted or with some reasonable accommodation made by the Firm.
Regular and predictable attendance is one of the essential functions.
*1.
* *Prepares and Processes Documents: *Using word processing and document management software, the Legal Administrative Assistant prepares, revises, and processes correspondence and memoranda as well as complex legal documents according to the requirements set by the relevant Practice Group.
Proofreads documents and checks for accuracy, proper grammar and punctuation, consistency, and syntax.
Photocopies documents; coordinates large photocopy jobs with the Copy Center.
Coordinates lengthy and complex document preparation with the Word Processing Center as needed.
Prepares documents for e-filing as required.
*2.
* *Processes Mail: *Reviews and routes incoming mail and faxes.
Prepares and processes outgoing mail, arranging for faxing, specialized mail or messenger services as required.
Ensures that all attachments, exhibits and enclosures are included.
Coordinates activities with Office Services as needed.
*3.
* *Maintains Calendar: *Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
*4.
* *Maintains Files: *Maintains paper and electronic files in compliance with the Firm’s policies.
Works with the Records Department to create and maintain client files and indexes.
Marks case or matter related documents as needed with filing instructions to ensure proper filing.
Performs filing and retrieves files as needed.
Maintains administrative files for assigned attorneys.
*5.
* *Coordinates Financial Functions: *Prepares daily time entries for assigned attorneys and paralegals and submits in a timely manner.
Prepares expense reimbursement and disbursement requests.
Assists the attorneys in reviewing DBRs and preparing billing cover letters as needed.
Coordinates client billing matters with the billing staff in the Accounting Department as needed.
*6.
* *Provides Administrative Support: *Under the attorney’s direction, organizes and maintains the attorney’s office and papers.
Is proactive in anticipating their business needs; plans ahead and meets deadlines.
Prepares and processes New Matter Intake forms.
Receives and screens phone calls and takes messages as required.
Receives and directs clients and visitors.
Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports.
Schedules meetings and arranges for conference rooms and meals.
Maintains and updates contact names and addresses in InterAction.
Communicates effectively with clients and with others in the Firm.
*7.
* *Demonstrates Teamwork: *Works cooperatively with other administrative staff, and proactively provides back-up assistance to other Legal Administrative Assistants as required.
*8.
* *Demonstrates Professionalism:* Works cooperatively with others in all the various departments of the Firm, assuming responsibilities as may be necessary to ensure that the best possible support is provided to the Firm’s clients.
Performs the job in a manner that contributes to the smooth and efficient operation of the Department and the Firm.
Maintains confidentiality and adheres to all of the Firm’s policies and procedures.
*9.
* *Other: *Performs other related administrative duties as assigned.
Occasional overtime work may be required.
*QUALIFICATIONS AND REQUIREMENTS: *The qualifications listed below are representative of the education, experience, skills, knowledge and abilities required for this position.
· *Education:*High school diploma required; at least two years of college preferred.
· *Experience: *At least two years of experience as a Legal Administrative Assistant is preferred; prior experience in the assigned practice area(s) is desirable.
· *Knowledge, Skills and Abilities:* * Demonstrated knowledge of legal terminology, legal documents, and legal processes in the practice area(s) in which the Legal Administrative Assistant is employed.
* Accurate typing at a net speed of at least 60 words per minute.
* Highly proficient in using MS Word and Outlook; computer skills sufficient to become proficient in the various computer applications used by Legal Administrative Assistants, such as time entry, billing, document management, etc.
* Excellent communication skills, both written and oral; solid command of the English language; demonstrated understanding of correct grammar, spelling and punctuation; excellent proofreading skills.
* Strong interpersonal skills; ability to work effectively, cooperatively and proactively within a team environment.
* Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and to meet deadlines.
* Strong organizational skills, basic math skills, and attention to detail.
* Initiative, flexibility, resiliency, and a willingness to adapt to change.
Job Type: Full-time Pay: $18.
00 - $22.
00 per hour Benefits: * 401(k) * 401(k) matching * Dental insurance * Health insurance * Life insurance * Paid time off * Vision insurance Schedule: * Day shift * Monday to Friday Experience: * Legal Administrative Assistant: 2 years (Preferred) Work Location: In person