Litigation Client Service Specialist (Legal Administrative Assistant)

About the role

The Client Service Specialist (CSS) provides legal administrative support to a team of attorneys, including the Office Managing Partner, by performing complex, administrative assistance using specialized knowledge of the assigned practice area(s).

Responsibilities

• Provide superior client service by answering and screening calls in a courteous and timely manner and providing other client assistance when needed.
• Work closely with attorneys and clients to ensure seamless transfer of information.
• Manage workflow of assigned tasks and projects, prioritizing incoming tasks to meet deadlines and coordinate with other support services to complete work.
• Manage attorney calendars and assist in meeting deadlines, coordinate attorney and/or client travel arrangements and collaborate with the client regarding same.
• Create, edit, format, and proofread documents, spreadsheets and presentations with the highest level of accuracy and attention to detail.
• Aid multiple attorneys as primary assignment and provide additional support, back-up, and PTO coverage for the CSS assigned to the team.
• Prepare legal documents, memoranda, and correspondence from draft or dictated text.
• Transmit legal documents, memoranda, and correspondence to clients, witnesses and court officials by electronic filing, fax, email, mail and/or messenger.
• Process new business requests by working closely with the New Business Intake Team by opening new matters; preparing and reviewing conflicts submissions; close matters; and create and maintain client case files using appropriate recordkeeping software.
• Calendar all critical deadlines and other dates requiring action into a calendaring database and ensure accurate calculations; maintain and manage these deadlines.
• Collaborate with Legal Team Assistants to accomplish tasks.
• Adhere to all firm policies, procedures, standards and guidelines while maintaining confidentiality.

Qualifications

• Associate’s Degree preferred; Bachelor’s Degree a plus; applicable work experience may be considered in lieu of a degree.
• Minimum of five (5) years related experience at a law firm or legal or corporate department required.
• Strong experience in Oklahoma local and state electronic court filing procedures required.

Skills and Abilities

• Effective gathering and summarizing of data for reports.
• Solution finding and prioritization of work.
• Working knowledge of Oklahoma state and local court filing procedures and federal court rules.
• High degree of initiative in managing multiple priorities simultaneously in a fast-paced, high-pressure, deadline-driven and detail-oriented work environment utilizing excellent judgment, initiative, decision-making skills and the ability to work independently.
• Excellent verbal and written communication skills.
• High level of inter-personal skills required to handle sensitive and confidential situations.
• Professional demeanor and appearance including possessing poise, tact and diplomacy.
• Maintain highest level of confidentiality and provide outstanding customer service to internal and external clients/contacts.
• Possess a high level of proficiency using legal terminology and experience working in related practice area(s).
• Experience with court/administrative related agency filings and meeting related deadlines.
• Possess a high level of proficiency using a variety of office equipment including personal computer, telephone, transcription equipment, printer, and copier.
• Keyboarding skills of 60 wpm or higher required.
• Intermediate-level working knowledge of the MS Office Suite including Outlook, Word, Excel and PowerPoint.