Legal Administrative Assistant

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 with strong communication, organizational, and time-management skills, and the ability to work both independently and as part of a team.

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 preferred.
• 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. Making sure the call is given a timely response.
• Handles time entry and client billing, including electronic billing. Manages the process to ensure timely completion.
• Understands requirements of the New Business Intake (NBI) software and completes process accurately and promptly, interfacing with the billing attorney as necessary.
• Ability to extract appropriate billing information as requested.
• Organizes files and databases; maintains 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.
• Docket 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.

Education:

Bachelor’s degree or equivalent experience

Experience:

Administrative experience in a law firm or legal services industry.

• Advanced proficiency with Microsoft Office Suite:
  Word, Excel, PowerPoint; familiar with the current version of software. Ability to execute advanced formatting, table of contents, and 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 and 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 multifunction devices, telephones, and fax machines.
• Strong oral and written communication skills.
• Ability to be in the office daily, working a full day.
• Notary Public, preferred.

• Ability to sit for extended period of time and use a keyboard and other office machinery.