Litigation Practice Assistant (Legal Assistant/Secretary)

This position provides legal and administrative support to attorneys in our Litigation, Labor & Employment, Energy, and Environmental, Land Use, & Resources practice groups. This is a hybrid, non-exempt role reporting 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, California Public Utility Commission (CPUC), 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 voice mail messages; 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; 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 heavy workload or unplanned/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; prepare PowerPoint presentations.
  • Distribute internal and external mail electronically and/or by hard copy; schedule meetings and coordinate reservations for conference rooms and lunches.
  • Handle Continuing Legal Education (CLE) credit reporting; prepare and submit request forms 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, readjusting 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.
• Prompt, regular, and predictable attendance.
• Strong organizational, grammar, and proofreading skills; attention to detail.
• Outstanding interpersonal and client service skills; clear, effective, and professional verbal and written communication skills.
• Proficiency and fluency in reading, writing, and verbal communication in English.
• Accurately type 50+ wpm.
• Proficiency in Adobe and Microsoft Office suite; electronic court filing experience required.
• Federal Energy Regulation Commission filing experience preferred.
• Experience with law firm software, such as iManage, Adobe Acrobat, Emburse, Carpe Diem, Paperless Proforma, Intapp, Meeting Room Manager, Box, Workshare Compare, Metadata Assistant, WestlawNext, WestCheck, and InterAction is preferred.
• 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 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.

Qualifications

• High school diploma or GED equivalent required.
• At least five years of experience providing legal administrative support, preferably in the areas of litigation, environmental, and/or employment 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 local state and federal court procedures and electronic court filing preferred.
• Familiarity with local labor and environmental administrative agency filing is a plus.
• Basic understanding of client billing practices preferred.

Schedule

Regular office hours are 8:30 AM – 5:00 PM, Monday through Friday. This is a hybrid position.

Pay

The pay range for this position is $72,000 - $121,000. 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; remote work options.
• Comprehensive medical, dental, vision, 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 with an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office.
• Annual contribution into the employee’s retirement plan.