Legal Administrative Assistant

Summary

The Legal Administrative Assistant (‘LAA’) – PCS provides administrative and secretarial support to lawyers, paralegals, and administrators in our Private Client Services group. The LAA may also provide billable and non-billable legal support as determined by the attorneys. This position requires a person who has strong communication, organizational and time management skills with the ability to work with a team or independently.

Job Duties

The following are essential job duties and responsibilities of the Legal Administrative Assistant - PCS. This list is not exhaustive, and other duties may be assigned as necessary.

• Provides word processing and document production services. Utilize office services support as appropriate.
• Drafts correspondence, having knowledge of common T&E documents.
• Proofreads all documents produced for correct formatting, spelling, and grammar, and ensures that all attachments, exhibits, or enclosures are intact.
• Prepares documents for mailing with special attention given to completeness of enclosures, etc.
• Prepares new client matter request packet and coordinates approval; coordinates conflict search processes; prepares retainer letters
• Files court documents electronically.
• Handles incoming telephone calls, taking thorough messages. Makes sure call is given timely response.
• Handles time entry and client billing, including electronic billing.
• Understands requirements of the New Business Intake (NBI) software and completes process accurately and promptly, interfacing with billing attorney as necessary.
• Ability to extract appropriate billing information as requested.
• Organizes files and databases; maintain documents, both paper and electronic. Understands procedures to make files inactive and to recall inactive files.
• Attends to calendars and meeting management as required, ensuring all arrangements are complete, including any travel arrangements.
• Dockets case/matter deadlines. Keeps attorneys apprised of deadlines.
• Provides back‑up assistance to other administrative assistants and staff members as required.
• Notarizes documents as requested.

Requirements

Experience: Administrative experience in a law firm or legal services industry. 2 years of Trusts and Estates experience is a plus.

Knowledge/Skills and Abilities:

• Advanced proficiency with Microsoft Office Suite; WORD, Excel, PowerPoint; familiar with current version of software. Ability to execute advanced formatting, table of contents, table of authority.
• Knowledge of legal software and processes; time & billing, expense, scanning, PDF, etc.
• Excellent knowledge of grammar, spelling and punctuation.
• Legal writing skills, knowledge of legal terminology.
• Knowledge of state and federal procedural rules ensuring specific knowledge of local rules for jurisdiction of cases.
• Knowledge of office equipment such as multi-function devices, telephones, facsimiles, etc.
• Strong oral and written communication skills.
• Strong customer service orientation.
• Ability to be in the office on a daily basis, working a full day.
• Notary Public.

Essential Physical/Mental Demands

Ability to sit for extended period of time.

Ability to keyboard for extended period of time.

Ability to deal with stress due to workload pressures.