Legal Administrative Assistant - Litigation (KCM)

This position reports to the LAA Supervisor/Office Manager and works under the direction of assigned attorneys and paralegals.

About the Role

The LAA is responsible for producing a variety of work product related to the attorney/client interaction, including but not limited to:

• Production of documents
• Management of time entry
• Coordination and facilitation of travel plans, meetings, electronic and face-to-face communications
• Handling of incoming and outgoing mail and other correspondence
• Expense entry
• File maintenance

The LAA must maintain the highest levels of respect, confidentiality, and professionalism while working effectively with lawyers, paralegals, and staff members.

Requirements

• High School diploma or equivalent
• 3-4 years LAA experience or equivalent
• Strong computer skills with Microsoft Word and Outlook
• Experience with file document management tools such as iManage
• Minimum of three (3) days in the office per week

Preferred Qualifications

• College or business school education
• Prior experience in the assigned practice area(s)
• Strong computer skills with PowerPoint
• Law firm experience

Responsibilities

Legal Administrative Support (75%)

• Type and modify legal documents accurately and within requested timeframes, prioritizing work among assignments and meeting deadlines
• Coordinate lengthy and complex document preparation with Work Product Support Services as needed
• Prepare documents for e-filing
• Review and route incoming mail; prepare and process outgoing mail and faxes, arranging specialized mail or messenger services as required
• Ensure all attachments, exhibits, and enclosures are included
• Maintain paper and electronic files in compliance with current policies
• Work with Information Governance Department to create and maintain client files and indexes
• Mark case or matter-related documents with filing instructions
• Perform routine filing and retrieve files as needed
• Professionally manage incoming calls, including client calls
• Assist in coordinating timekeeper calendars, expense reports, travel, and meeting arrangements
• Coordinate specific client dates with the Calendar/Docket Department as needed
• Prepare and process new matter forms
• Receive and direct clients and visitors
• Coordinate travel arrangements, prepare itineraries, and prepare travel expense reports
• Schedule meetings and arrange for conference rooms and meals
• Maintain and update contact names and addresses in the contact database
• Communicate effectively with clients and others in the firm
• Proactively anticipate the business needs of assigned attorneys, plan ahead, and meet deadlines

Client Billing Coordinator (20%)

• Prepare daily time entries for assigned attorneys utilizing firm-approved narrative guidelines and submit them timely to Accounting
• Prepare expense reimbursement/disbursement requests
• Coordinate client billing matters with Accounting billing staff, attorneys, and clients
• Prepare billing letters and other requested client financial updates
• Assist attorneys with tracking and monitoring alternative fee arrangements
• Assist attorneys with automation, tracking, and monitoring of matter budgets

General and Administrative (5%)

• Proactively demonstrate effective teamwork and provide assistance to other LAAs as time permits
• Serve as a backup LAA to assigned timekeepers
• Work cooperatively with other departments and individuals in the firm
• Perform other duties as assigned by the core practice group

Skills

• Strong verbal and written communication skills
• Self-motivated with excellent organizational skills and attention to detail
• Highly professional with a strong customer service orientation
• Commitment to meeting deadlines and ability to multitask in a fast-paced, dynamic environment
• Strong professional, independent thinking skills with strength in problem-solving
• Ability to offer constructive opinions and creative solutions
• A team player who motivates and educates other team members
• Regular and predictable attendance

Work Environment & Physical Demands

This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

• While performing duties, the employee will work in a professional, fast-paced office environment that may require additional hours to complete work
• The employee is required to talk and hear
• Often required to sit and use hands and fingers to handle or feel
• Occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl
• Must regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds
• Vision abilities required include close vision