What are the responsibilities and job description for the Employee Benefits Practice Assistant (Legal Assistant/Secretary) position at Stoel Rives LLP?
Stoel Rives LLP has an immediate opening for an Employee Benefits Practice Assistant in our Portland office. This position provides legal and administrative support to employee benefits attorneys in the Benefits, Tax and Private Client (BTP) practice group. This position reports to the Practice Assistant Supervisor.
Essential Functions/Responsibilities
Legal Document Preparation and Filing
Assist with preparation of government forms and assembly of relevant documents and file with Internal Revenue Service or Department of Labor; prepare template/shell documents, including response letters for Qualified Domestic Relations Orders, plan amendments, and board consents; revise and finalize legal documents, including qualified and nonqualified retirement plans and health and welfare plans; and incorporate plan amendments into legal plan documents.
Word Processing
Keyboard correspondence and simple to complex legal documents and forms from transcription, handwritten drafts, or notes; apply track changes, formatting, and styles; proofread, format, and edit documents; transcribe voice mail messages and attorney dictation; and compare documents using document comparison software and produce redline comparison.
Timekeeping and Billing
Enter, proofread, and close timekeepers’ time entries in billing software; review, proofread, distribute, and track proformas and client invoices; manage complex proformas, incorporate edits, and mail out client invoices as needed; research and resolve billing problems and questions from clients and accounting as needed; and process expense reports and invoice disbursement requests.
Client Service
Communicate with clients and outside counsel via phone and email; work with clients to obtain signatures on legal documents; coordinate client travel for in-person meetings and hearings; and coordinate client holiday cards and gifts.
Teamwork
Work with and provide coverage for practice assistant team during times of need, such as heavy workload and unplanned or planned absences; delegate and coordinate projects with support departments; assist coworkers and timekeepers with questions related to technology or firm procedure; and participate in team meetings.
File and Document Management
Scan, copy, fax, print, and organize documents; request and review conflicts reports; open new client/matters using firm’s electronic records system; maintain electronic and physical files; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; and transmit voluminous electronic documents via secure file sharing website.
Other Administrative Support
Maintain timekeepers’ calendars and monitor docketing deadlines; review documents and correspondence for important deadlines and information; maintain Outlook and Interaction contacts and working lists; distribute internal and external mail electronically and/or by hard copy; schedule meetings and coordinate reservations for conference rooms and lunches; track Continuing Legal Education (CLE) credits and prepare compliance reports to state bar associations; prepare and submit appropriate request form for business development or professional development expense approval; answer phone calls and relay phone messages; arrange travel; update and maintain practice group page on the firm’s intranet; and comply with firm policies, including confidentiality, insider trading issues, etc.
Other duties as assigned.
Essential Capabilities
Keep personally identifiable information, personal health information, and attorney/client privileged information confidential; prioritize daily responsibilities and special projects and readjust as priorities change; coordinate resources to meet deadlines; perform multiple tasks in a high-pressure, fast-paced environment; maintain a calm, courteous, and professional demeanor at all times; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative, and follow through; solve problems; work independently and in an interactive team environment; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.
Technical Knowledge
Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5‑hour workday; learn and effectively use firm style and software applications; accurately proofread documents; accurately record and deliver phone messages; carry files, binders, and pouches of files for short distances.
Education & Experience
This is a hybrid position, non-exempt, and eligible for overtime compensation. Regular office hours are 8:30 - 5 p.m., Monday through Friday.
How You Will Live Life Well at Stoel Rives: Compensation, Benefits, and More!
The pay range for this position is $56,000 - $94,000; however, the base compensation presented to a candidate may vary based on skills and overall experience. This salary range is based on market location.
In addition to base compensation, Stoel Rives has a total rewards program that includes an annual discretionary bonus and rich benefits offerings. For example, our benefits offerings include paid family & medical leave, competitive PTO, and remote work options. We offer competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options. We also provide a generous firm-contributed health savings account, a pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3 days/week in the office, and an annual contribution into the employee’s retirement plan.
No recruiters, please.
What We Are Doing to Ensure A Diverse, Equitable, and Inclusive Environment
Stoel Rives places a high priority on attracting and retaining lawyers and business professionals with different backgrounds and life experiences. This makes us better and happier as people, as an organization, and as legal advisers. We are proud to offer many engagement opportunities including a firmwide DE&I Committee, Associates Committee, Pro Bono Committee, Affinity Groups, and Parenting Circle.
We proudly partner with Diversity Lab to implement innovative programs to advance Stoel Rives’ DE&I goals, including the aggressive metrics-based goals we’ve adopted as one of five founding Move the Needle firms. Our efforts with Diversity Lab include certification under the Mansfield Rule, to boost the representation of diverse lawyers in our firm’s leadership by broadening the pool of candidates considered for opportunities. Additional information on these programs, can be found here.
Essential Functions/Responsibilities
Legal Document Preparation and Filing
Assist with preparation of government forms and assembly of relevant documents and file with Internal Revenue Service or Department of Labor; prepare template/shell documents, including response letters for Qualified Domestic Relations Orders, plan amendments, and board consents; revise and finalize legal documents, including qualified and nonqualified retirement plans and health and welfare plans; and incorporate plan amendments into legal plan documents.
Word Processing
Keyboard correspondence and simple to complex legal documents and forms from transcription, handwritten drafts, or notes; apply track changes, formatting, and styles; proofread, format, and edit documents; transcribe voice mail messages and attorney dictation; and compare documents using document comparison software and produce redline comparison.
Timekeeping and Billing
Enter, proofread, and close timekeepers’ time entries in billing software; review, proofread, distribute, and track proformas and client invoices; manage complex proformas, incorporate edits, and mail out client invoices as needed; research and resolve billing problems and questions from clients and accounting as needed; and process expense reports and invoice disbursement requests.
Client Service
Communicate with clients and outside counsel via phone and email; work with clients to obtain signatures on legal documents; coordinate client travel for in-person meetings and hearings; and coordinate client holiday cards and gifts.
Teamwork
Work with and provide coverage for practice assistant team during times of need, such as heavy workload and unplanned or planned absences; delegate and coordinate projects with support departments; assist coworkers and timekeepers with questions related to technology or firm procedure; and participate in team meetings.
File and Document Management
Scan, copy, fax, print, and organize documents; request and review conflicts reports; open new client/matters using firm’s electronic records system; maintain electronic and physical files; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; and transmit voluminous electronic documents via secure file sharing website.
Other Administrative Support
Maintain timekeepers’ calendars and monitor docketing deadlines; review documents and correspondence for important deadlines and information; maintain Outlook and Interaction contacts and working lists; distribute internal and external mail electronically and/or by hard copy; schedule meetings and coordinate reservations for conference rooms and lunches; track Continuing Legal Education (CLE) credits and prepare compliance reports to state bar associations; prepare and submit appropriate request form for business development or professional development expense approval; answer phone calls and relay phone messages; arrange travel; update and maintain practice group page on the firm’s intranet; and comply with firm policies, including confidentiality, insider trading issues, etc.
Other duties as assigned.
Essential Capabilities
Keep personally identifiable information, personal health information, and attorney/client privileged information confidential; prioritize daily responsibilities and special projects and readjust as priorities change; coordinate resources to meet deadlines; perform multiple tasks in a high-pressure, fast-paced environment; maintain a calm, courteous, and professional demeanor at all times; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative, and follow through; solve problems; work independently and in an interactive team environment; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.
Technical Knowledge
- Accurately type 60 wpm
- Proficiency in common office software, including Microsoft Office suite and Adobe Acrobat
- Experience with law firm software, such as iManage, Chrome River, Carpe Diem, Paperless Proforma, Intapp, Meeting Room Manager, Box, Workshare Compare, Metadata Assistant, and InterAction is preferred
Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5‑hour workday; learn and effectively use firm style and software applications; accurately proofread documents; accurately record and deliver phone messages; carry files, binders, and pouches of files for short distances.
Education & Experience
- High school diploma or GED equivalent
- At least three years of experience providing legal administrative support, preferably in the area of employee benefits
- Certificate or college degree in administrative assistant, legal assistant/secretary, or paralegal program, or related field in lieu of one year of work experience
- Basic understanding of accounting is a plus
This is a hybrid position, non-exempt, and eligible for overtime compensation. Regular office hours are 8:30 - 5 p.m., Monday through Friday.
How You Will Live Life Well at Stoel Rives: Compensation, Benefits, and More!
The pay range for this position is $56,000 - $94,000; however, the base compensation presented to a candidate may vary based on skills and overall experience. This salary range is based on market location.
In addition to base compensation, Stoel Rives has a total rewards program that includes an annual discretionary bonus and rich benefits offerings. For example, our benefits offerings include paid family & medical leave, competitive PTO, and remote work options. We offer competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options. We also provide a generous firm-contributed health savings account, a pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3 days/week in the office, and an annual contribution into the employee’s retirement plan.
No recruiters, please.
What We Are Doing to Ensure A Diverse, Equitable, and Inclusive Environment
Stoel Rives places a high priority on attracting and retaining lawyers and business professionals with different backgrounds and life experiences. This makes us better and happier as people, as an organization, and as legal advisers. We are proud to offer many engagement opportunities including a firmwide DE&I Committee, Associates Committee, Pro Bono Committee, Affinity Groups, and Parenting Circle.
We proudly partner with Diversity Lab to implement innovative programs to advance Stoel Rives’ DE&I goals, including the aggressive metrics-based goals we’ve adopted as one of five founding Move the Needle firms. Our efforts with Diversity Lab include certification under the Mansfield Rule, to boost the representation of diverse lawyers in our firm’s leadership by broadening the pool of candidates considered for opportunities. Additional information on these programs, can be found here.
Salary : $56,000 - $94,000
