Legal Administrative Assistant - Floater

Job Description

Job Description

Our Billings, Montana office is currently seeking a full-time Legal Administrative Assistant - Floater .

POSITION SUMMARY:
The Legal Administrative Assistant – Floater provides interim coverage and support to Legal Administrative Assistants and attorneys in various practice areas by covering for absences and assisting with overflow work. This position is responsible for performing a variety of administrative and clerical support tasks to ensure high-quality service and efficient day-to-day operations.

KEY RESPONSIBILITIES:

• Provides overflow support to Legal Administrative Assistants as needed.
• Provides legal support to attorneys during Legal Administrative Assistant absences. 
• Communicates professionally with courts, clients, opposing counsel, and other parties via phone, email, and in person.
• Maintains physical and electronic case files.
• Opens and closes case files in accordance with firm procedures.
• Retrieves information as requested from records, email, files, and other related documents; prepares written summaries of data when needed.
• Prepares, formats, proofs, and files legal documents, contracts, briefs, motions, and pleading as assigned.
• Schedules meetings, conferences, and depositions.
• Maintains attorneys’ calendars with appointments, court appearances, and other deadlines as requested.
• Assists attorneys with time entry, travel arrangements, and expense reimbursements as needed.
• Performs general administrative tasks such as copying, scanning, filing, and data entry.
• Utilizes technology to create, edit, format, organize, redact, Bates stamp, and securely manage documents.
• Learns and adapts to new software tools, processes, and operational procedures.
• Responds to and resolves administrative inquiries and questions.
• Performs other related duties as assigned.

KEY SKILLS:

• Strong customer service and interpersonal skills are required to communicate effectively and professionally with all levels of personnel and external clients.
• Able to maintain strict confidentiality of client and firm information; understands and implements general rules of ethical behavior applicable to legal personnel.
• Able to work in collaboration within a team and independently.
• Able to learn new skills as technology evolves.
• Possesses excellent attention to detail, follows up on projects, and follows through on deliverables.
• Able to develop and apply comprehensive planning and organizing strategies to ensure tasks and projects are appropriately prioritized and resources are used effectively and efficiently.
• Able to work under tight deadlines, handle multiple detailed tasks, and anticipate when help will be needed from department members.
• Flexible and able to respond quickly and positively to shifting demands and opportunities.
• Able to effectively work in a multi-office environment and a culturally and educationally diverse environment.
• Writes clearly and informatively, edits work for spelling and grammar, adapts communication to suit needs, presents numerical data effectively, and can read and interpret written information.
• Speaks clearly and persuasively, listens and gets clarification as needed, responds well to questions, and takes a collaborative approach in group settings.
• Able to take responsibility for work activities and personal actions, follow through on commitments, acknowledge and learn from mistakes, and recognize the impact of one’s behavior on others.
• Able to independently formulate sound decisions and select an effective course of action using available information.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent.
• Minimum of one year of experience in an administrative role.
• Working knowledge of Microsoft Office Suite, Adobe, and other similar software.
• Must be able to read, comprehend, and follow written and verbal instructions.
• Available to work overtime as needed and approved by attorneys.
• Valid driver’s license.

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.

PAY & BENEFITS:
The Firm offers a competitive wage and a comprehensive benefits package including: 

• Medical, dental, and vision.
• Employer paid short and long-term disability.
• Voluntary life, accident, and critical illness.
• Flexible spending accounts.
• Vacation, sick, and personal leave.
• Paid parental leave.
• Fully vested 401(k) retirement plan with employer contributions (eligible after 1 year).

DISCLAIMER:
This job posting is not meant to be an all-inclusive list of duties and responsibilities but constitutes a general definition of the position's scope and function.