Professional Assistant

Position Overview

This position is responsible for performing a variety of crucial administrative support and word processing duties while exercising sound judgment over work priorities with minimal supervision. Assist with organizing case files and scheduling hearings. Strong legal and administrative skills, as well as the ability to multi-task and perform well under strict deadlines, are required.

• Formatting, editing, and preparing legal documents.
• Electronically filing and serving documents with state and federal courts.
• Maintaining attorney calendars, schedule meetings, depositions and court hearings.
• Creating, organizing, and maintaining client files and case documents, including electronic files.
• Handles general administrative duties such as travel arrangements, meeting coordination, expense reports, time entry in a proactive manner.
• Completes work product according to instructions and within the requested time frame.
• Answers phone calls, take messages, and provide information as appropriate.
• Opens and closes files as necessary, promptly handles the filing of legal or other administrative materials (physical and electronic) and sends materials to off-site storage as necessary.
• Attends training classes to keep up to date with technological advances and software upgrades.
• Provides additional back-up coverage to other Professional Assistants as needed.
• Types and edits documents quickly and accurately, proofreading for content and typographical errors.
• Utilizes firm technology (i.e. Microsoft Word, Excel, PowerPoint, Outlook, Net Docs) effectively.

• Performs other duties as assigned.

• Job is performed in a typical office environment, but is subject to time pressures and constraints, and is primarily dependent on input from others.
• Long hours are required periodically and overtime may be required.

Education

• High school diploma or equivalent.

Experience

• Three years legal secretarial experience required.
• Litigation experience preferred.

Special Knowledge

• Requires strong legal and administrative skills, as well as an ability to multi-task and perform well under strict deadlines.
• Must be extremely well organized and detail-oriented.
• Familiarity with document management systems a plus.

Technical Skills

• Experience in Microsoft Word (including creating and revising documents) and Outlook required; experience in PowerPoint, Excel, and Net Docs strongly preferred.

Attributes

• Must have excellent written and verbal communication skills and be able to follow instructions effectively.
• Must be a self-starter who can work both independently or in a team environment.
• Must possess excellent customer service skills and be flexible to handle changing priorities to support business needs.
• Must have good telephone etiquette and excellent interpersonal skills.

Other Qualifications

• Must score 40 wpm with 2% or lower error rate on the firm’s legal typing test and 76% or higher on the firm’s legal spelling test.
• Must understand and maintain confidentiality of the attorney-client relationship.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time.