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SCOPE OF RESPONSIBILITY: Under moderate supervision, and in accordance with the Firm’s policies and procedures, the Legal Administrative Assistant supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys and paralegals, performing complex and specialized administrative clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The essential functionsdescribed beloware representative of the job duties that employees in this position must be able to perform unassisted or with some reasonable accommodation made by the Firm. Regular and predictable attendance is one of the essential functions.
1. Prepares and Processes Documents: Using word processing and document management software, the Legal Administrative Assistant prepares, revises, and processes correspondence and memoranda as well as complex legal documents according to the requirements set by the relevant Practice Group. Proofreads documents and checks for accuracy, proper grammar and punctuation, consistency, and syntax. Photocopies documents; coordinates large photocopy jobs with the Copy Center. Coordinates lengthy and complex document preparation with the Word Processing Center as needed. Prepares documents for e-filing as required.
2. Processes Mail: Reviews and routes incoming mail and faxes. Prepares and processes outgoing mail, arranging for faxing, specialized mail or messenger services as required. Ensures that all attachments, exhibits and enclosures are included. Coordinates activities with Office Services as needed.
3. Maintains Calendar: Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
4. Maintains Files: Maintains paper and electronic files in compliance with the Firm’s policies. Works with the Records Department to create and maintain client files and indexes. Marks case or matter related documents as needed with filing instructions to ensure proper filing. Performs filing and retrieves files as needed. Maintains administrative files for assigned attorneys.
5. Coordinates Financial Functions: Prepares daily time entries for assigned attorneys and paralegals and submits in a timely manner. Prepares expense reimbursement and disbursement requests. Assists the attorneys in reviewing DBRs and preparing billing cover letters as needed. Coordinates client billing matters with the billing staff in the Accounting Department as needed.
6. Provides Administrative Support: Under the attorney’s direction, organizes and maintains the attorney’s office and papers. Is proactive in anticipating their business needs; plans ahead and meets deadlines. Prepares and processes New Matter Intake forms. Receives and screens phone calls and takes messages as required. Receives and directs clients and visitors. Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports. Schedules meetings and arranges for conference rooms and meals. Maintains and updates contact names and addresses in InterAction. Communicates effectively with clients and with others in the Firm.
7. Demonstrates Teamwork: Works cooperatively with other administrative staff, and proactively provides back-up assistance to other Legal Administrative Assistants as required.
8. Demonstrates Professionalism: Works cooperatively with others in all the various departments of the Firm, assuming responsibilities as may be necessary to ensure that the best possible support is provided to the Firm’s clients. Performs the job in a manner that contributes to the smooth and efficient operation of the Department and the Firm. Maintains confidentiality and adheres to all of the Firm’s policies and procedures.
9. Other: Performs other related administrative duties as assigned. Occasional overtime work may be required.
QUALIFICATIONS AND REQUIREMENTS: The qualifications listed below are representative of the education, experience, skills, knowledge and abilities required for this position.
· Education:High school diploma required; at least two years of college preferred.
· Experience: At least two years of experience as a Legal Administrative Assistant is preferred; prior experience in the assigned practice area(s) is desirable.
· Knowledge, Skills and Abilities:
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Benefits:
Schedule:
Experience:
Work Location: In person
Full Time
Business Services
$18-22 (estimate)
01/16/2024
05/12/2024
phillipslytle.com
BUFFALO, NY
200 - 500
1834
CHRISTOPHER HAYES
$50M - $200M
Business Services
Phillips Lytle is a premier law firm that is recognized nationally for its legal excellence. Our attorneys are passionate people who take a pragmatic approach to providing legal services. We are strong partners with our clients, approaching each case thoughtfully, in the context our clients objectives, working efficiently to arrive at outcomes that make good business sense. Established in 1834, Phillips Lytle has over 180 years of experience in providing the highest quality work, the highest ethics, and impeccable client service. We take great pride in our client roster that includes FORTUNE 1...000 companies, global financial institutions, not-for-profit organizations, middle market companies, startups, entrepreneurs, and individuals. We represent our clients in a broad range of practices including: Corporate and Securities, Venture Capital, Tax, Mergers & Acquisitions, U.S.-India Business, U.S.-Canada Business, Immigration, Family Wealth Planning, Banking & Financial Services, Public Finance, Bankruptcy & Creditors Rights, Intellectual Property, Litigation (including Business, General Torts, Products Liability, White Collar Criminal Defense and Government Investigations), Federal Government Relations, International Trade Regulation, Class Action, Appellate, Labor & Employment, Education, Health Care, Not-For-Profit, Real Estate, Project Development, Telecommunications, International, Energy, Environmental, and Nanotechnology. Our clients include AT&T, Citibank, Coach, Columbus McKinnon, DuPont, Emerson Electric, Ford Motor Credit Company, HSBC and KeyBank. The firm has more than 190 attorneys resident in New York State, Washington, DC and Canada.
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The job skills required for Legal Administrative Assistant include Legal Documents, Administrative Support, Billing, Organizational Skills, Time Management, Proofreading, etc. Having related job skills and expertise will give you an advantage when applying to be a Legal Administrative Assistant. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Legal Administrative Assistant. Select any job title you are interested in and start to search job requirements.
The following is the career advancement route for Legal Administrative Assistant positions, which can be used as a reference in future career path planning. As a Legal Administrative Assistant, it can be promoted into senior positions as a Legal Secretary III that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Legal Administrative Assistant. You can explore the career advancement for a Legal Administrative Assistant below and select your interested title to get hiring information.
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Step 1: Understand the job description and responsibilities of an Accountant.
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Step 2: Knowing the best tips for becoming an Accountant can help you explore the needs of the position and prepare for the job-related knowledge well ahead of time.
Career tips from people on Legal Administrative Assistant jobs
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