RESPONSIBILITIES AND ACCOUNTABILITIES:

1. Maintains a leadership role in both team and firm related projects and activities; assists with lawyer committee work, community service projects and other public relations activities.
2. Provides general administrative support including, but not limited to, managing attorney's Inbox, updating calendars and contacts, utilizing Interaction where appropriate, reviewing and routing internal and external mail and managing client matter files and folders; monitors and determines action items and appropriate distribution for incoming electronic files received from outside sources (e.g., faxes, client documents, and court filings).
3. Complies with the firm's Client File Maintenance policy for managing the client file for both electronic and hardcopy files.Ensures a central file is maintained for each client matter and (a) all hardcopy files are barcoded and labeled appropriately at the inception of and throughout the life of each client matter and (b) all electronic files are stored in EMF in the appropriate client matter folders. Ensures timely closing of files.Maintains and monitors workrooms to ensure files are in compliance with our Records policy.
4. Coordinates with assigned attorneys to ensure client/matter electronic materials (emails, documents, etc.) are stored in EMF and not to Outlook folders, drives, etc.Communicates directly with assigned attorneys to determine if assistance is needed to file electronic material appropriately.As needed, provides appropriate level of administrative support to assigned attorneys to manage electronic files (e.g. managing attorney's Inbox, moving emails from Outlook folders to EMF, separating attachments and filing in appropriate files).Works with attorneys and team members to utilize technology to promote less paper in the workplace.
5. Creates, proofreads and edits letters and complex legal documents from various electronic versions, handwritten drafts, rough notes or tape dictation; drafts transmittal letters and standard memoranda; reviews and proofreads all outgoing materials; performs document cleanup for all external documents, applying document styles as needed, in accordance with firm standards.
6. Arranges conference calls with clients and other outside parties; has working knowledge of fax, photocopy, videoconferencing and scanning equipment; keeps coverage group abreast of attorneys' and assistants' schedules (e., daily calendar or otherwise); may provide telephone coverage for team and work group; responds to client inquiries.
7. Arranges appointments, coordinates meetings, reserves conference rooms, arranges for teleconferencing and equipment set-up and coordinates menu needs through caterers; coordinates travel arrangements; prepares and submits timely manual and electronic expense reimbursement and other payment requests; understands and follows firm policies and procedures, coding and approval requirements related to firm and client charges; anticipates needs and proactively seeks to avoid rush and emergency payment requests.
8. Makes arrangements for and performs various support services (g., arranges by-hand deliveries, coordinates assistance from team/Document Processing Center, contacts duplicating or telecopy services, duplicates documents).
9. Assists with lawyer CLE management, including maintenance of CLE certificates, awareness of CLE hours balance and CLE hours still needed by cutoff date and enrollment in CLE programs.
10. Assists with maintenance of lawyer license, court admission (including Pro Hac Vice) and professional membership information, to include license and admission dates, numbers, and e-filer information.
11. Takes initiative in providing team and office overflow assistance. Provides team support to include assistance with visiting attorneys and guests.Conveys "out of office" information to both internal and external clients, as appropriate.
12. Advances, promotes and utilizes technical skills by participating in training and applying technologies to tasks in an overall effort to work more efficiently; provides training to staff and lawyers on these features; develops and maintains virtual workrooms for clients.
13. Assists in the preparation and compilation of various practice area-related business development materials for pitches and RFPs. Assists with preparing and maintaining attorney bios.
14. Submits names of potential clients and additional details to Business Intake; drafts engagement letters for new clients and prepares the new matter and new client form on eHunt; coordinates all letters and forms at the end of a representation.
15. Submits, as appropriate, case information to the Docket department.
16. Assists with non-billable and billable client work as requested to include updating electronic client pleadings boards/files, assisting attorneys with electronic court filings, obtaining case court dockets and documents, posting documents into client workrooms, and updating and posting team blogs.
17. Ensures lawyer time is entered on a daily basis; reviews timekeeper diaries and enters time in Carpe Diem; time entries must follow client guidelines, when client guidelines are absent, time entries must follow firm guidelines; reviews pre-bills to ensure entries are recorded to the correct matters.
18. Assists with client bill preparation by using narrative edit tool to make grammatical revisions (only) to prebills; drafts transmittal letters for client invoices as needed; provides updates to assigned Client Accounting Coordinator of any change in client contact information in a timely manner. Assists assigned Client Accounting Coordinator with collection efforts as needed.
19. Acts as staff representative in training and mentoring new staff members and assists with welcoming and educating new associates on the team; trains and mentors new staff members on timekeeper guidelines and procedures in accordance with firm billing guidelines.
20. Assists lawyers with administrative requests from firm management (i.e., contact information, remote access capabilities, policy management); ensures timely follow up.
21. Provides back-up reception coverage as needed.
22. Performs special projects as assigned.

MINIMUM QUALIFICATIONS REQUIRED:

1. Education: High school diploma or equivalent required.College degree preferred.
2. Experience: Minimum three years' overall legal secretarial experience (or work equivalent) required. Prior law firm experience preferred. Has an in-depth and comprehensive knowledge of firm and team-specific software used in the execution of professional assistant responsibilities including, but not limited to, word processing, document management, file management, spreadsheets, calendaring, and time management.Proficiency in Microsoft Office, EMF, PDF and other firm software applications required.Fundamental accounting aptitude, proficiency with accounting software and experience in interpreting and analyzing client accounting reports preferred.
3. Other Minimum Qualifications: Accurate typing, strong word processing skills, familiarity with legal terminology and procedures, ability to generate a large volume of work and pay strict attention to detail.Excellent communication skills.Spelling, punctuation and use of grammar must be of high quality.Must exercise initiative in problem solving and be capable of making sound decisions in the absence of clear instructions and be multiple task oriented.Ability to work under pressure and maintain flexibility regarding work assignments.Flexibility to work overtime on short notice required.Ability to work well under pressure, patience, diplomacy, high stress tolerance, excellent interpersonal communication skills, ability to prioritize workload and adapt to changing conditions.Visual acuity needed for transcription, extensive reading and input (typing) of information into computer.Ability to receive and convey detailed information through oral communication.Essential competency processes include language ability, reasoning and memory.To perform this job successfully, the incumbent must possess the abilities or aptitudes to proficiently perform each of the responsibilities and accountabilities described above, with or without reasonable accommodation.

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