Legal Administrative Assistant

POSITION SUMMARY:

This position provides high-quality administrative support to attorneys and paralegals. This position is responsible for a wide range of administrative, organizational, and legal document specific tasks.

DUTIES AND RESPONSIBILITIES:

• Submits reimbursement expenses and vendor invoices into accounting program


• Schedules conference rooms and services


• Prepares chargebacks for copy and mail services


• Assists with time entry


• Arranges travel


• Assists with organization of documents including management of electronic and paper documents


• Copies and scans documents; prints email attachments


• Prepares and edits documents in Word and Excel


• Manages records through LegalKey


• Utilize internal data sources such as the document management system as well as the Internet to search and retrieve information for attorneys


• Retrieve court decisions utilizing the Internet or services such as Westlaw


• Perform back-up Legal Support Team duties when needed and assist colleagues as needed


• Practice Specific tasks as assigned

Word Processing

• Creates and revises legal documents, correspondence and other materials using firm software


• Creates documents using firm templates (letterhead, memos, etc.)


• Formats, edits and revises documents


• Compares documents


• Converts and/or scans documents into PDF format


• Proofreads documents for quality verification

• Reviews prebills received from Accounting


• Makes revisions and edits as appropriate


• Takes on additional responsibilities associated with the billing process as directed by attorneys


• Coordinates with Biller to finalize bills

• Opens new client/matters using firm software


• Prepares Audit Letters and ALQs

• Transcribe tapes, audio files and/or voicemail messages

BASIC QUALIFICATIONS:

• High School diploma or GED equivalent required


• A minimum of 5 years of administrative or legal secretarial experience required


• Typing speed of 65 wpm (tested) required

COMPETENCIES:

• Knowledge of general legal and practice specific (if applicable) administrative processes and procedures, technology systems, and research tools


• Excellent written communications skills including excellent grammar, punctuation, and spelling skills


• Solid knowledge of Microsoft Word™ and basic knowledge of Microsoft Excel™


• Ability to prepare basic documents with minimal errors; good proofreading skills; good attention to detail


• Aptitude for learning new applications


• Proactively demonstrate effective teamwork and communication with team members and all firm personnel


• Reliability; flexibility and adaptability in a team and service oriented environment with ability to consistently provide high level of service to internal and external clients while maintaining confidentiality


• Ability to produce quality of work product in fast-paced, dynamic environment


• Ability to organize and prioritize numerous tasks and complete them under time constraints


• Ability to follow instructions effectively and with enthusiasm from a diverse group of attorneys and staff


• Flexibility to work extended hours as needed


• Professional appearance and ability to interact in a professional manner with attorneys, clients, and staff