What are the responsibilities and job description for the Legal Assistant - Healthcare position at Chambliss, Bahner & Stophel, P.C.?
About Us: Chambliss is a leading legal services provider dedicated to delivering exceptional solutions to our clients. We are a growing mid-sized firm providing comprehensive legal services on behalf of an impressive list of local, regional, national, and international clientele. As we continue to expand, we are seeking a dynamic and driven Legal Assistant to support our Healthcare?section.
Location: This position is required to sit on-site in our downtown Chattanooga office. Applicants must be willing to relocate or commute to this location to be considered.
FLSA status: Non-exempt
Job Summary: Under the direction and expectations of the practice area Section Head, this position serves on a team supporting multiple attorneys providing high-level administrative assistance for complex daily operations and client service. In addition to assisting with all stages of the accurate and efficient preparation, maintenance and implementation of legal documents and related materials, this role also assists with coordination of tasks and projects for the attorneys/legal team ensuring timely and accurate completion. This individual coordinates with team members on document filing and execution, client file organization maintenance, scheduling, coordination of meetings and conferences, and assists with the management of client communications and relationships.
This role deals with a diverse group of important clients, external callers and visitors as well as internal contacts at all levels of the organization. Under general supervision of attorneys, this individual works independently with latitude for the use of initiative and independent judgment and receives guidance and performance management from the Administrative Services Manager.
Document Preparation and Filing:
Education:
This work is primarily sedentary. Typically, the employee may sit comfortably to perform the work. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job:
Location: This position is required to sit on-site in our downtown Chattanooga office. Applicants must be willing to relocate or commute to this location to be considered.
FLSA status: Non-exempt
Job Summary: Under the direction and expectations of the practice area Section Head, this position serves on a team supporting multiple attorneys providing high-level administrative assistance for complex daily operations and client service. In addition to assisting with all stages of the accurate and efficient preparation, maintenance and implementation of legal documents and related materials, this role also assists with coordination of tasks and projects for the attorneys/legal team ensuring timely and accurate completion. This individual coordinates with team members on document filing and execution, client file organization maintenance, scheduling, coordination of meetings and conferences, and assists with the management of client communications and relationships.
This role deals with a diverse group of important clients, external callers and visitors as well as internal contacts at all levels of the organization. Under general supervision of attorneys, this individual works independently with latitude for the use of initiative and independent judgment and receives guidance and performance management from the Administrative Services Manager.
- Prior law firm/legal experience is strongly preferred.
Document Preparation and Filing:
- Edit initial legal documents, applications, and forms based on attorney's drafts. Apply attorney revisions to documents. Convert/format documents as needed.
- Coordinate preparation, execution, and filing of legal documents, including contracts, agreements and corporate governance materials.
- Organize and store final documents in the document management system (NetDocuments) as well as hard-filing system.
- Assist attorneys in managing legal transactions and compliance with regulations.
- Handle substantive administration and occasional docketing.
- Maintain case/client files by organizing and tracking important documents and client information.
- Monitor case progress and deadlines, ensuring all tasks are completed in a timely manner.
- Communicate with clients to schedule appointments, gather information, and provide updates on case status as directed by attorneys.
- Liaise with opposing counsel, and other parties involved in contract or deal work.
- Perform administrative tasks such as maintaining legal correspondence, scanning mail, and record-keeping.
- Manage attorney calendars and schedule client meetings.
- Adhere to legal ethical standards and confidentiality requirements.
- Ensure compliance with all applicable legal procedures and regulations.
- Save and add executed corporate documents to minute books in a timely fashion.
- Submit new client information to records department for conflict checks.
- Occasional dictation as requested.
Education:
- Associate degree in Paralegal Studies, Legal Assistant, or related field; Baccalaureate degree preferred.
- At least two to five years progressive, responsible legal experience as a legal assistant and higher-level assistance with a specific practice area involving complex transactions required.
- Intermediate to advanced experience with legal document management (NetDocuments) software.
- Must be able to multi-task and effectively handle legal assistant responsibilities, while supporting multiple attorneys.
- Typing skills to consistently and timely produce accurate, error-free legal documents.
- Proficient knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Teams, DocuSign, and strong knowledge of legal terminology and procedures.
- Notary Certification preferred.
- Excellent writing, grammar and proofreading skills.
- Ability to efficiently operate core firm computer programs/software.
- Manage complex projects and problems with a high level of competence and without excessive oversight. Work product is self-directed and requires significant independent judgement and discretion.
- Ability to organize workload and turn around work product timely to comply with deadlines and priorities established by attorneys and follow up as necessary.
- Exceptional interpersonal skills and ability to communicate and collaborate effectively on varying levels of sophistication and demonstrated ability to understand and execute oral and written instructions effectively.
- High level of professional integrity with demonstrated ability to provide high levels of client service and an appreciation of the ethical issues involved in dealing with individuals and organizations.
- Ability to maintain high level of confidentiality.
This work is primarily sedentary. Typically, the employee may sit comfortably to perform the work. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job:
- The employee is regularly required to talk or hear.
- The employee is frequently required to stand, walk, bend, kneel, stoop, and crouch; using hands and fingers for detailed work.
- The employee is frequently required to perform close visual work on computer terminal including extensive keyboarding.
- The employee is occasionally required to lift office products and supplies up to 15 pounds, frequently carrying light items such as paper, books or small equipment.
- The employee is occasionally required to work overtime hours as needed.