SUMMARY:

This position performs a variety of administrative and legal support duties and delivers quality services to both internal and external clients. The position requires the incumbent to acquire knowledge of all firm and practice specific administrative processes and procedures, information technology systems, research tools and an understanding of the clients, matters and associated practices. The scope of responsibilities includes prioritizing, managing, and following through on multiple projects, and communicating effectively, courteously, and professionally with clients, attorneys, and coworkers. The position requires the ability to consistently manage deadlines and deliverables and a commitment to integrity and excellence.

Supervision: Reports to law partner or staff attorney.

Essential functions of the job are described below. They may be subject to change at any time due to reasonable accommodation or other reasons.

ESSENTIAL JOB FUNCTIONS:

• Coordination and management of email, calendars, contact information, tasks or similar communications activities utilizing Outlook or other systems
• Coordination and management of phone calls, voice mail messages, or conference calls
• Effective writing skills, to include drafting, revising, proofreading, or transcribing legal and other documents, presentations, or correspondence
• Effectively and efficiently processes workflow through the firm’s case management system (CLIO)
• Maintaining legal and confidential files and dockets
• Responsible for client communications as directed.
• Processing court/administrative appeals, registration services including filling, requesting transcripts, and litigation searches by specific time periods
• Performs related or similar duties as required or assigned.

COMPETENCIES:

• Effective Communication (Written and Verbal) – Ability to communicate clearly, coherently, and professionally. Interprets information and adapts communication as the situation requires. Maintains excellent communication, grammatical and proofreading skills. Actively participates in team meetings, displays effective teamwork through communication with team members.
• Adaptability – Ability to adapt to changes, both expected and unexpected. Position is expected to demonstrate the ability to balance competing demands and prioritize work accordingly.
• Customer Service – Ability to work in collaboration within a group to ensure that internal and external client needs are met; includes understanding and responding to client concerns and building client trust.
• Accountability – Monitors, proofreads, and is accountable for ensuring work product is accurate and complete. Develops and implements strategies to ensure that work products are appropriately prioritized, and that resources are used effectively and efficiently. Prioritizes and anticipates work needs and performs work assignments independently with little or no supervision. Works well during periods of increased work pressure and short deadlines.
• Ethics and Confidentiality – Keeps client and firm information confidential at all times; understands and implements the rules of ethical behavior applicable to legal personnel.
• Computer and Technology Skills – Possesses strong computer operation skills, spreadsheet software and word processing software,

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to read and comprehend instructions, correspondence, and memos
• Ability to write draft various forms of correspondence
• Ability to effectively communicate information to attorneys, clients, and other employees.
• Ability to apply understand and carry out instructions.
• Experience in the use of Microsoft Office suite of products and multi-line office telephones. Experience in general office equipment and technology, including imaging and scanning documents is required.

EDUCATION AND/OR EXPERIENCE:

• High School diploma or equivalent required
• 2 years of experience in a legal setting and/or 5 years of experience in a secretarial or administrative role.

PREFERRED EDUCATION OR EXPERIENCE:

• Associate or bachelor’s degree in a related field
• Paralegal Certification
• 2 years of experience as a legal secretary
• Experience in estate planning, wills and successions, or processing Medicaid applications.