Legal Administrative Assistant

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

• 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