Litigation and Environmental, Land Use, and Natural Resources Practice Assistant (Legal Assistant/Secretary)

About the Role

This position provides legal and administrative support to attorneys in the Litigation and Environmental, Land Use, and Natural Resources practice groups. The role reports to the California Office Administrator.

Responsibilities

• Legal Document Preparation and Filing
  • Prepare template/shell pleadings and other legal documents; revise and format basic pleadings and other legal documents.
  • File and serve pleadings in federal, state, and appellate courts, state public utility commissions, Land Use Board of Appeals (LUBA), Federal Regulatory Commission (FERC) agency proceedings, and federal administrative proceedings.
  • Prepare and track Freedom of Information Act (FOIA) requests.
  • Prepare land use applications for submission to city and county governments; track land use process and prepare additional filings.
• Word Processing
  • 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 voicemail messages and attorney dictation; compare documents using document comparison software and produce redline comparison.
• Timekeeping and Billing
  • Enter, proofread, and close timekeepers’ time entries in billing software.
  • Review, proofread, distribute, and track proformas and client invoices.
  • Manage complex proformas, incorporate edits, and mail out client invoices as needed.
  • Research and resolve billing problems and questions from clients and accounting as needed.
  • Process expense reports and invoice disbursement requests.
• Client Service
  • 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.
  • Coordinate client holiday cards and gifts.
• Teamwork
  • 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.
  • Participate in team meetings.
• File and Document Management
  • Scan, copy, fax, print, and organize documents.
  • Request and review conflicts 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.
  • Transmit voluminous electronic documents via secure file sharing website.
• Other Administrative Support
  • 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.
  • Comply with firm policies, including confidentiality, insider trading issues, etc.
• Other duties as assigned.

Requirements

• Keep personally identifiable information, personal health information, and attorney/client privileged information confidential.
• Prioritize daily responsibilities and special projects and readjust as priorities change.
• Coordinate 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 60+ wpm.

Skills

• Proficiency in common office applications, including Microsoft Office suite and Adobe Acrobat.
• Experience with law firm software, such as iManage, Visio, Emburse, Carpe Diem, Aderant, Intapp, Rendezvous, Box, Workshare Compare, Metadata Assistant, WestlawNext, WestCheck, and InterAction is preferred.

Qualifications

• High school diploma or GED equivalent.
• At least three years of experience providing legal administrative support, preferably in the area of energy, environmental, and/or land use law.
• Certificate or college degree in administrative assistant, legal assistant/secretary, or paralegal program, or related field in lieu of one year of work experience.
• Familiarity with state and local government structure is a plus.
• Familiarity with local, state, and federal court procedures and electronic court filing is a plus.
• Understanding of Extensible Markup Language, FERC electronic tariff filing, and electronic quarterly reports requirements is a plus.
• Basic understanding of accounting is a plus.

Physical/Mental 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.

Schedule

This is a hybrid, non-exempt position eligible for overtime compensation. Regular office hours are 8:30 AM – 5:00 PM, Monday through Friday.

Pay

The pay range for this position is $56,000 - $94,000. Base compensation may vary based on skills and overall experience. This salary range is based on market location.

Benefits

• Annual discretionary bonus.
• Paid family and medical leave.
• Competitive PTO and remote work options.
• Comprehensive medical, dental, and vision insurance.
• Life, long-term disability, AD&D, EAP, FSA, and Voluntary Life, ADD, and LTC options.
• Generous firm-contributed health savings account.
• Pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office.
• Annual contribution into the employee’s retirement plan.