Team Legal Administrative Assistant (KCM)

This Legal Administrative Assistant (LAA) position is a member of a multi-practice LAA team responsible for producing a variety of work product related to the attorney/client interface.

About the role

The LAA must be able to work effectively with a variety of professionals, including attorneys, paralegals, staff, and clients. LAAs report to the LAA Supervisor/Office Manager, with day-to-day work coordinated by Team Leads. A minimum of three days in the office is required to perform one or more essential functions of this role.

Responsibilities

• Legal Administrative Support (75%)
  • Type and modify legal documents accurately and within requested timeframes for assigned legal group, prioritizing work among assignments and meeting specific deadlines on projects.
  • Coordinate lengthy and complex document preparation with Work Product Support Services as needed.
  • Prepare documents for e-filing as required.
  • Review and route incoming mail; prepare and process outgoing mail and faxes, arranging for 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 to create and maintain client files and indexes.
  • Mark case or matter-related documents as needed with filing instructions to ensure proper filing.
  • Perform routine filing and retrieve files as needed.
  • Maintain chronological files and administrative files for assigned attorneys.
  • Professionally manage incoming calls, including client calls, and 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 screen phone calls, take messages, and direct clients and visitors.
  • Coordinate travel arrangements, prepare itineraries, and process travel expense reports.
  • Schedule meetings, arrange conference rooms, and organize 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 Coordination (20%)
  • Prepare daily time entries for assigned attorneys utilizing firm-approved narrative guidelines and submit them in a timely manner 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.
  • Work cooperatively with other departments and individuals in the firm.
  • Perform other duties as assigned by the core practice group.

Requirements

• High School diploma or equivalent.
• 3-4 years of LAA experience or equivalent.
• Strong computer skills with Microsoft Word and Outlook, as well as file document management tools such as iManage.

Preferred Qualifications

• College or business school education.
• Prior experience in the assigned practice area(s).
• Law firm experience.

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 and dynamic environment.
• Strong professional, independent thinking skills with strength in problem-solving and the 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 the duties of this job, the employee may be required to:

• Talk and hear.
• Sit and use hands and fingers to handle or feel.
• Occasionally stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl.
• Regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds.
• Have close vision abilities.