Legal Practice Assistant (Chicago)

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https://illinoisjoblink.illinois.gov/jobs/12901124

**POSITION SUMMARY**

The Legal Practice Assistant, working under the supervision of the

Manager of Administration will take direction from and operate in

support of several lawyers in the performance of a variety of

administrative duties as assigned. The Legal Practice Assistant is a

non-exempt position. The hours are 8:30am - 5:00pm (CT) Monday - Friday

And Additional Hours As Required.

**ESSENTIAL JOB FUNCTIONS**

• Receive assignments from partners, associates, and lawyers and
  
  

perform tasks as requested; update requestor regarding receipt and

status of tasks/projects and consistently meet agreed upon

deadlines.

• Input attorney time into the WebTime time entry program. Educate
  
  

Timekeepers About Appropriate Time Entry Requirements And Standards.

• Work with the Billing department in all aspects of the billing
  
  

cycle, including but not limited to the review of client billing for

accuracy, edits to content/grammar; resolution of billing problems;

and efficient changes to the process.

• Prepare attorney expense reimbursements and process client-related
  
  

vendor invoices for payment.

• Sort, open, prioritize and route incoming mail. Prepare outgoing
  
  

mail including U.S.P.S., U.P.S. and Federal Express. Coordinate

messenger pick-ups and deliveries when necessary.

• Coordinate attorneys firm and client-related meeting set-ups,
  
  

including but not limited to conference calls, zoom meetings and

in-person meetings.

• Maintain calendar and contacts for attorneys. Maintain electronic
  
  

filing system via Outlook.

• Perform document conversions, e.g., PDF to Word, etc.
• Handle telephone calls from internal and external sources including
  
  

taking accurate messages and appropriately routing calls.

• Coordinate prints, scans and duplicating projects with Digital
  
  

Document Center or Print/Mail Centers.

• Coordinate travel arrangements (air, hotel, rail, car rental and
  
  

black car) with firm-provided travel agency.

• Coordinate the New Matter Intake process. Prepare, finalize, and
  
  

distribute new client Engagement Letters, New Business Memo, etc.

Including follow-up with client to ensure receipt of fully executed

Engagement Letter. Initiate Conflicts Checks.

• Maintain physical client files including creation of records via
  
  

records software.

• Prepare inactive case files and attorney materials for off-site
  
  

storage.

• Perform other related duties, special projects, and assignments as
  
  

required.

• Assist other administrative assistants in back-up support and
  
  

vacation coverage.

• Assist with the preparation of presentation materials for firm and
  
  

client audiences.

• Prepare correspondence, memoranda, and legal documents such as
  
  

summonses, complaints, motions, and subpoenas from various sources

of origination (handwritten, typed copy, electronic copy, tape

transcription, etc.).

• Finalize legal briefs by ensuring styles are consistent throughout
  
  

and preparing Table of Contents and Table of Authority, and

redlining documents.

• Proofread memoranda and factual and legal documents.
• General understanding of the litigation process or practice group
  
  

transaction from case or transaction inception to closure.

**QUALIFICATIONS AND REQUIREMENTS**

• Proficient in basic computer applications including Windows 7 and
  
  

Microsoft Office (Word, Excel, PowerPoint, Outlook).

• Flexibility to adjust hours and work the hours necessary to meet
  
  

business needs. Able to work overtime as needed.

• LTC4 or Microsoft Office Specialist (MOS) certification preferred.
• College degree preferred or equivalent work experience.
• Demonstrated willingness to take initiative and ability to work oth
  
  

independently and in a team environment with a customer service

focus.

• Skilled in collaborating with staff/team members in a complex matrix
  
  

management environment and managing associate, attorney, and

paralegal expectations.

• Discernment to appropriately handle confidential and sensitive
  
  

information.

• Demonstrated ability to communicate effectively and professionally
  
  

in a fast-paced and deadline driven environment.

• Effective interpersonal and communication skills, both verbal and in
  
  

writing.

• Great client service skills, including being comfortable interacting
  
  

with firm clients.

• Excellent organizational skills, ability to effectively prioritize
  
  

workload, and strong attention to detail.

• Must be able to follow directions.
• Sound business judgment.
• Proven ability to multi-task.
• Demonstrated foresight to anticipate lawyers needs.