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.