Stoel Rives LLP is in immediate need of a Non-Profit Drafting Specialist/Practice Assistant in our Portland office. This position provides billable and non-billable support to private client attorneys in the Benefits, Tax and Private Client (BTP) practice group. This position reports to the Practice Assistant Supervisor.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

1.Legal Document Preparation and Filing

Revise, proofread and format nonprofit organization formation documents and correspondence; draft dissolution and merger documents for charitable organizations; maintain non-profit minute books; organize information and aid attorneys by producing accurate, timely, complete and thorough work product; prepare consents and minutes for non-profit board meetings; prepare filings for tax-exempt organizations, including state registrations and IRS applications for recognition of tax exempt status; draft governance documents for new charitable organizations; and input data and generate documents via a document assembly program.

2.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; and compare documents using document comparison software and produce redline comparison.

3.Timekeeping and Billing

Enter, proofread and close time on a daily basis, adhering to timekeeping rules; review, proofread, distribute, and track proformas and client invoices; manage complex proformas, incorporate edits, and coordinate mailing of client invoices as needed; research and resolve billing problems and questions from clients and accounting as needed; and process expense reports and invoice disbursement requests.

4.Client Service

Communicate with clients and outside counsel via phone and email; assist as a witness and/or notary for client document signing meetings; work with clients to obtain signatures on legal documents, including regular follow up; track of outstanding items from clients, and follow up as needed; schedule client meetings; coordinate with attorneys, paralegals, practice assistant team and/or FAST to prepare for client meetings; interact with clients to monitor status, gather information and maintain ongoing communication by phone and email.

5.Teamwork

Work with and provide coverage for other Private Client team members during times of need, such as heavy workload and unplanned or 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; maintain status notes in shared resources (including OneNote, Teams, Notes and Working Papers, and checklists).

6.File and Document Management

Scan, copy, fax, print, and organize documents; request and review conflict reports; collect information needed for new business intake; 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; and transmit voluminous electronic documents via secure file sharing website; ensure key documents, emails and attachments are saved in document management system according to protocols.

7.Process Improvement

Work with the members of the Private Client group and other Firm administrative departments on process improvement efforts; assisting Private Client attorneys and paralegals with creation and implementation of standard processes and procedures for each file/project; and knowledge management related to clients (client contacts, members of boards, lists of family members, list of documents to be produced as part of the project, any other info that needs to be tracked and may be referenced throughout the project).

8.Rose Tucker Trust Administration

Manage two-month grant cycle; communicate with grant applicants to obtain additional information for applications; process grant applications using Blackbaud Grantmaking software; prepare application materials for trustee review for five to six annual trustee meetings; prepare declination letters and approval letters conveying trustee decisions regarding grants; request and handle grant checks from bank; prepare meeting minutes following each trustee meeting; modify instructions as needed re administration of grants.

9.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, including coordination of non-profit client and contact database; schedule meetings and coordinate reservations for conference rooms and lunches; answer phone calls and relay phone messages; arrange travel; and comply with firm policies, including confidentiality, insider trading issues, etc.

Other duties as assigned.

ESSENTIAL CAPABILITIES

Keep personally identifiable information, personal health information, and attorney/client privileged information confidential; prioritize daily responsibilities and special projects and readjust 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; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.

Technical Knowledge

• Accurately type 50 wpm
• Proficiency in Microsoft Office suite
• Experience with law firm software, such as iManage, Adobe Acrobat, Chrome River, Carpe Diem, Aderant, Intapp, Rendezvous, Box, Workshare Compare, Metadata Assistant, WestlawNext, WestCheck, and InterAction is a plus

Physical/Mental Capabilities

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 of time 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.

EDUCATION & EXPERIENCE

High school diploma or GED equivalent required. At least 3 years of experience providing legal administrative support, preferably in wealth management, estate planning and/or non-profit 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.Basic understanding of accounting preferred.

NORMAL WORK HOURS

This position is non-exempt and eligible for overtime compensation. Employees in good standing after 60 days of employment may be considered for remote work flexibility up to two days per week. Regular office hours are 8:30 a.m. to 5:00 p.m., Monday through Friday. Overtime may be required on occasion.

How You Will Live Life Well at Stoel Rives: Compensation, Benefits, and More!

The pay range for this position is $54,000 - $90,000; however, the base compensation presented to a candidate may vary based on skills and overall experience. This salary range is based on market location.

In addition to base compensation, Stoel Rives has a total rewards program that includes an annual discretionary bonus and rich benefits offerings. For example, our benefits offerings include paid family & medical leave, competitive PTO, and remote work options. We offer competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options. We also provide a generous firm-contributed health savings account, a pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3 days/week in the office, and an annual contribution into the employee’s retirement plan. 

Stoel Rives is a leading U.S. corporate and litigation law firm. One of the largest national firms focused on energy, natural resources, environmental and climate change, Stoel Rives also serves the agribusiness, food and beverage, health care, life sciences and technology industries. With more than 350 attorneys operating out of 10 offices in seven states and the District of Columbia, Stoel Rives is a leader in regulatory and compliance matters, business, labor and employment law, intellectual property, land use, real estate development and construction law.

Stoel Rives is an Equal Opportunity Employer.

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