Practice Assistant

Practice Assistant

Requirements

• Bachelor’s degree with interest in pursuing law school or graduate school preferred.
• Prior Administrative Specialist or assistant experience in legal field required.
• Strong analytical and problem-solving skills with attention to detail.
• The ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results. Produce accurate work while meeting time-sensitive deadlines.
• Strong communication, interpersonal skills, teamwork, attention to detail and customer service skills.
• Ability to interact effectively and professionally with all levels of management, staff and a variety of external entities including clients and prospective clients of the Firm.
• Excellent computer skills. Working knowledge of time tracking/billing applications preferred.
• Evolving knowledge of support processes, procedures and technologies required by the legal/administrative support profession and the Firm’s practice areas/groups.
• Available 37.5 hours a week, with occasional opportunity for overtime.
• Ability to quickly respond to constantly changing instructions and prioritize accordingly, to maintain high-level of service to supported attorneys.
• Ability to manage workload and proactively identify required tasks, take ownership of projects and complete assignments in a timely fashion.

Responsibilities

• Provide software related instruction and guidance on various processes employed by AST team as needed.
• Participate in training of software relating to AST processes.
• Keep attorney work materials, desk and work areas organized and orderly.
• Request and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys.
• Arrange for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate.
• Copy, scan, fax, upload and email documents.
• Send, track and manage document projects in conjunction with Word Processing Center, Service Center and outside vendors.
• Arrange couriers, shipments and track status and delivery.
• Proof and prepare documents for final drafts.
• Transcribe from tapes, handwritten materials and dictation.
• Develop and maintain relevant information and desk procedures for reference during time away.
• Monitor and understand attorney(s)’s whereabouts and/or how to contact for client needs, know attorney(s)’s availability for meetings and other events.
• Maintain attorney(s)’s calendar using MS Outlook: schedule meetings, make room reservations, make changes as needed, send reminders, track RSVP’s, inform attorney of any attendee issues/special requests.
• Ensure meeting room is set up, log in conference calls, confirm A/V setup, confirm catering set-up, provide RSVP list, ensure materials are ready, confirm conference call set up, coordinate outside guest needs.
• Answer attorney(s)’s phone, take messages, communicate received calls and provide updates, optimize attorney(s) phone functions (speed dial, forwarding, etc.).
• Enter new contacts in MS Outlook, update existing contacts.
• Preview, read, file and, when appropriate, respond to emails for assigned attorney(s).
• Open, sort, prioritize and distribute mail.
• Prepare first draft of billing and new matter letters using firm formats. Prepare, emails and other correspondence using appropriate, standardized formats.
• Complete Intake form, communicate additional needs for form, research intake information, resolve issues with new matter intake.
• Coordinate with Conflicts department to ensure all communication and procedures for conflicts checks are followed.
• Determine when to close matters, draft closing letter, organize file retention and clean-up efforts.
• Answer general, billing, scheduling questions and handle general client interaction.
• Gather information and prepare draft audit response letter. Send finalized audit letters to audit committee for approval and final submission to client.
• Monitor client news and coordinate competitive intelligence information with the Library.
• Create and update folder structures in Document Management System, maintain and update files housed within the structure.
• Create and maintain hardcopy file structure, maintain binders, maintain file drawers, Reweld folders.
• Index files for offsite storage, recall boxes from offsite storage, clean up unused/unneeded files, organize files for optimal recall ability and storage efficiency.
• Calculate and complete time entry in time tracking software from available inputs.
• Conform time entry in accordance to client guidelines.
• Make corrections and submit final time for the period.
• Complete initial review of pro-forma bills, correct errors, propose edit suggestions to attorney(s), coordinate changes, gain approval for final bills.
• Follow client billing guidelines, coordinate with accounting to provide requested back-up, deliver final bills.
• Communicate with the client, fix errors, resolve inconsistencies, make updates needed, coordinate changes with Billing Department and track payment.
• Respond to client billing inquiries and requests for information.
• Coordinate with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes.
• Check-in, print necessary documents, coordinate destination information/arrangements.
• Set flight notifications, track and communicate delays/changes.
• Keep the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm.
• Participate in special projects as assigned.
• Complete other tasks as assigned.
• Redline documents.
• Prepare informational binders.
• Create, maintain and update iManage Pleading and Discovery Clips.
• Schedule, communicate and coordinate court reporting services, videographers, etc.
• Assist with trial binders, facilitating needs pre-trial and during trial, and basic trial participation when needed.
• Redline documents.
• Pull public documents and regulatory filings using WestLaw, EDGAR, etc.
• Prepare Table of Contents, prepare client documents – 8-K, consents, etc., coordinate Notary when needed.
• Assemble and upload of documents.
• Gather signature pages, prepare closing binders.
• Create initial drafts and proof presentations using presentation software.

Preferred Qualifications

• Bachelor’s degree with interest in pursuing law school or graduate school preferred.
• Working knowledge of time tracking/billing applications preferred.