Job details
Job type full-time
Full job description
Job description:
The primary responsibility of the legal practice assistant is to provide varied and complex administrative support, with moderate supervision, to designated attorneys, other legal practice assistants, and paralegalsThe legal practice assistant is expected to maintain the highest level of professional conduct and confidentiality.
Essential functions
These essential functions are primary job duties that a legal practice assistant 2 must be able to perform with or without reasonable accommodation.
Proactively maintain overview of timekeepers` workload and caseload; anticipate next steps and implement follow-up procedures to ensure each task is appropriately tracked and carried through to completion.
Create, edit, revise, redline, and/or proofread documents from dictation, handwritten, typed, and/or electronic copy.
Maintain timekeepers` calendars of meetings and business trips, using current software applications, and apprise them of responsibilities in advance of commitment.
File paper and electronic documents with appropriate courts and agencies and ensure proper procedures are followed and deadlines are met.
Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for timekeepers, clients, and staff as required.
Process and route incoming mail, faxes, and electronic communications upon receipt.
Prepare outgoing mail (including boxes/packages for shipment) for prompt delivery, arranging for messenger services as needed to meet deadlines.
Coordinate with docketing specialist, including review of docketing reports for accuracy of dates, to ensure court or agency documents/actions for legal proceedings meet firm docketing requirements.
Coordinate preliminary conflicts checks with professional standards to ensure attorney and firm ability to represent requesting partyPrepare new client/matter intake forms and engagement letter.
Assist with billing process, including daily time entry – entering, proofreading, spellchecking, and releasing – distribute monthly proformas, and potentially review and edit proformas, and prepare final with cover letter (if appropriate) in accordance with firm or department procedures.
Prepare accounting documents as required, including check requests, expense and travel reimbursement requests, and trust documents.
Coordinate client/attorney/administrative conferences, meetings, and appointments for timekeepers and clients, including conference room scheduling, scheduling visitor offices, meals preparation of materials, and arrangement with a third-party if needed (e.g., court reporter/videographer).
Coordinate travel arrangements, securing air, hotel, and car plans for timekeepers.
Set up and maintain administrative and client files; file electronic and/or paper documents and information promptly and accuratelyMaintain file organization and updated indices (office dependent).
Perform copying, scanning, and faxing tasks.
Prepare notebooks as required.
Assume responsibility for miscellaneous tasks and special projects as required.
Conduct internet research as directed by timekeepers.
Occasionally assist timekeepers with personal work requests, defined in the firm manual as `acceptable tasks.`
Be familiar with and adhere to all firm policies.
Be present at work during regularly scheduled working hours and as needed in the position, arrive at work on time, and use time wisely during the workday.
Keep supervisor informed of activities and of any significant problems and/or all personal schedule changes; provide timely and accurate timecards regarding hours worked and days missed.
Coordinate absences within workgroups; proactively provide assistance to timekeepers in the absence of the regular legal practice assistant, and, when time permits, to other legal practice assistants.
Adhere to the principles of client and firm confidentiality, as outlined in the confidentiality agreement signed at the time of hire.
Maintain a clean and uncluttered work area, being sure that confidential materials and valuable items are secure.
Required skills
Ability to accurately type 70-wpm, communicate effectively, both orally and in writing, and establish effective working relationships throughout operational groupsStrong command of the english language including excellent spelling, grammar, punctuation, form and styleGood knowledge of personal computer and system utilities or other comparable document production softwareFamiliarity with basic office equipmentExcellent organizational skills for prioritizing workloadAbility to compose correspondenceKnowledge of library operations and records storage procedures for retrieving materials and files for case workKnowledge of records managementFamiliarity with legal terminology and procedures pertinent to the area of assignment.
Required education and experience
Requires a high school diploma or equivalent.
Previous law firm experience of five or more years or equivalent preferred.
Physical demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this positionReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hearThe employee is occasionally required to reach with hands and armsThe employee must occasionally lift and/or move up to 10 poundsSpecific vision abilities required by this position include close vision and ability to adjust focus.
Working environment
Will work in a standard office environment with frequent usage of standard office equipment, including, but not limited to, a personal computer, copy/fax machine, and telephoneOvertime may be required during periods of high workload.
The lpa position is a hybrid role with in-office requirements when safe to do soCurrently, we are 100% remoteThe future of the position provides opportunities to work from outside the office.
