Job Posting Title Litigation Practice Assistant (Legal Assistant/Secretary)

About the role

The Litigation Practice Assistant position at Stoel Rives LLP in Seattle provides legal and administrative support to attorneys in the Litigation practice group. This position reports to the Practice Assistant Supervisor.

Responsibilities

• Prepare template/shell pleadings and other legal documents; coordinate document production; revise, finalize, file and serve pleadings; and coordinate preparation of attorney and court working notebooks.
• Keyboard correspondence and simple to complex legal documents and forms from transcription, handwritten drafts, or notes; apply track changes, formatting, and styles; proofread, format, edit, label and redact documents; transcribe voice mail messages and attorney dictation; and compare documents using document comparison software and produce redline comparison.
• Enter, proofread, and close timekeepers’ time entries in billing software; review, proofread, distribute, and track prebills and client invoices; manage complex prebills, incorporate edits, and mail out client invoices as needed; research and resolve billing problems and questions from clients and accounting as needed; and process expense reports and invoice disbursement requests.
• Communicate with clients and outside counsel via phone and email; work with clients to obtain signatures on legal documents; coordinate client travel for in-person meetings and hearings; and coordinate client holiday cards and gifts.
• Work with and provide coverage for practice assistant team during times of need, such as heavy workload and unplanned or planned absences; delegate and coordinate projects with support departments; assist coworkers and timekeepers with questions related to technology or firm procedure; and participate in team meetings.
• Scan, copy, fax, print, and organize documents; request and review conflict reports; open new client/matters using firm’s electronic records system; maintain electronic and physical files; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; and transmit voluminous electronic documents via secure file sharing website.
• Maintain timekeepers’ calendars and monitor docketing deadlines; review documents and correspondence for important deadlines and information; maintain Outlook and Interaction contacts and working lists; distribute internal and external mail electronically and/or by hard copy; schedule meetings and coordinate reservations for conference rooms and lunches; track Continuing Legal Education (CLE) credits and prepare compliance reports to state bar associations; prepare and submit appropriate request form for business development or professional development expense approval; answer phone calls and relay phone messages; arrange travel; update and maintain practice group page on the firm’s intranet; and comply with firm policies, including confidentiality, insider trading issues, etc.
• Perform other administrative support duties as assigned.

Qualifications

• Keep personally identifiable information, personal health information, and attorney/client privileged information confidential.
• Prioritize daily responsibilities and special projects and readjust as priorities change.
• Coverage resources to meet deadlines.
• Perform multiple tasks in a high-pressure, fast-paced environment.
• Maintain a calm, courteous, and professional demeanor at all times.
• Be a constant-learner, flexible, proactive, efficient and resourceful.
• Take initiative, and follow through.
• Solve problems.
• Work independently and in an interactive team environment.
• Have prompt, regular, and predictable attendance.
• Have strong organizational, grammar, and proofreading skills.
• Pay attention to detail.
• Have outstanding interpersonal and client service skills.
• Have clear, effective, and professional verbal and written communication skills.
• Be proficient and fluent in reading, writing, and verbal communication in English.
• Accurately type 50+ wpm.
• Proficiency in Microsoft Office suite.
• Experience with law firm software, such as iManage, Adobe Acrobat, Emburse, Laurel, Aderant, Intapp, Rendezvous, Box, Litera Compare, Metadata Assistant, WestlawNext, WestCheck, and InterAction is a plus.

Essential Capabilities

• Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment.
• Read and comprehend handwritten and typed notes or instructions.
• Type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5‑hour workday.
• Learn and effectively use firm style and software applications.
• Accurately proofread documents.
• Accurately record and deliver phone messages.
• Carry files, binders, and pouches of files for short distances.