Legal Practice Assistant

This job was posted by : For more information, please see: POSITION SUMMARY The Legal Practice Assistant, working under the supervision of the Manager of Administration will take direction from and operate in support of several lawyers in the performance of a variety of administrative duties as assigned. The Legal Practice Assistant is a non-exempt position. The hours are 8:30am - 5:00pm (CT) Monday - Friday and additional hours as required. ESSENTIAL JOB FUNCTIONS - Receive assignments from partners, associates, and lawyers and perform tasks as requested; update requestor regarding receipt and status of tasks/projects and consistently meet agreed upon deadlines. - Input attorney time into the WebTime time entry program. Educate timekeepers about appropriate time entry requirements and standards. - Work with the Billing department in all aspects of the billing cycle, including but not limited to the review of client billing for accuracy, edits to content/grammar; resolution of billing problems; and efficient changes to the process. - Prepare attorney expense reimbursements and process client-related vendor invoices for payment. - Sort, open, prioritize and route incoming mail. Prepare outgoing mail including U.S.P.S., U.P.S. and Federal Express. Coordinate messenger pick-ups and deliveries when necessary. - Coordinate attorneys firm and client-related meeting set-ups, including but not limited to conference calls, zoom meetings and in-person meetings. - Maintain calendar and contacts for attorneys. Maintain electronic filing system via Outlook. - Perform document conversions, e.g., PDF to Word, etc. - Handle telephone calls from internal and external sources including taking accurate messages and appropriately routing calls. - Coordinate prints, scans and duplicating projects with Digital Document Center or Print/Mail Centers. - Coordinate travel arrangements (air, hotel, rail, car rental and black car) with firm-provided travel agency. - Coordinate the New Matter Intake process. Prepare, finalize, and distribute new client Engagement Letters, New Business Memo, etc. Including follow-up with client to ensure receipt of fully executed Engagement Letter. Initiate Conflicts Checks. - Maintain physical client files including creation of records via records software. - Prepare inactive case files and attorney materials for off-site storage. - Perform other related duties, special projects, and assignments as required. - Assist other administrative assistants in back-up support and vacation coverage. - Assist with the preparation of presentation materials for firm and client audiences. - Prepare correspondence, memoranda, and legal documents such as summonses, complaints, motions, and subpoenas from various sources of origination (handwritten, typed copy, electronic copy, tape transcription, etc.). - Finalize legal briefs by ensuring styles are consistent throughout and preparing Table of Contents and Table of Authority, and redlining documents. - Proofread memoranda and factual and legal documents. - General understanding of the litigation process or practice group transaction from case or transaction inception to closure. QUALIFICATIONS AND REQUIREMENTS - Proficient in basic computer applications including Windows 11 and Microsoft Office (Word, Excel, PowerPoint, Outlook). - Flexibility to adjust hours and work the hours necessary to meet business needs. Able to work overtime as needed. - LTC4 or Microsoft Office Specialist (MOS) certification preferred. - College degree preferred or equivalent work experience. - Demonstrated willingness to take initiative and ability to work both independently and in a team environment with a customer service focus. - Skilled in collaborating with staff/team members in a complex matrix management environment and managing associate, attorney, and paralegal expectations. - Discernment to appropriately handle confidential and sensitive information. - Demonstrated ability to communicate effectively and professionally in a fast-paced and deadline driven environment. - Effective interpersonal and communication skills, both verbal and in writing. - Great client service skills, including being comfortable interacting with firm clients. - Excellent organizational skills, ability to effectively prioritize workload, and strong attention to detail. - Must be able to follow directions. - Sound business judgment. - Proven ability to multi-task. - Demonstrated foresight to anticipate lawyers needs. Disclaimer Additional Duties This job description is intended to provide a general overview of the primary duties and responsibilities for the position. It is not an exhaustive list of all tasks or responsibilities that may be assigned. The role may include additional duties