What are the responsibilities and job description for the Legal Practice Assistant / Office Coordinator position at MAYNARD NEXSEN PC?
Office Coordinator / Legal Practice Assistant (Litigation and Corporate)
Greensboro
Office Coordinator – Summary
Responsible for managing daily administrative tasks and ensure the smooth operations of the office
Essential Job Functions
- Confidential interactions with staff, leadership, external guests, and human resources to resolve staff concerns and conflicts
- Provide support to paralegals and legal practice assistants for maximum workflow success
- Supervise receptionist, courier, and document specialist positions for prioritizing daily logistics, requests, deadlines, office supplies, and meeting setups
- Process I-9 verification, provide training regarding work applications, security access, business cards, and equipment setup for new hires
- Coordinate office library publications and invoicing
- Point of contact for vendors and building management for work orders and office repairs
- Coordinate office events, firm-wide meetings, health screenings, and office celebrations
- Monitor office expenditures and reimbursement of same
- Coordinate personal time off for staff in accordance with firm policies and ongoing administrative support
- Participate in interviews for staffing candidates
- Payment of dues for NC Bar Association, NC State Bar, 24th Judicial District/Greensboro Bar Association, and specialization fees
- Disciplinary actions regarding staff
Legal Practice Assistant - Summary
Responsible for providing legal secretarial and administrative support for the Construction and Corporate Practice Groups
Essential Job Functions
- Prepare correspondence, memoranda and other legal documents such as summonses, complaints, motions, responses, and subpoenas under the supervision of an attorney or other timekeepers
- Provide trial support
- Formatting briefs, pleadings and other legal documents
- Keeping track of attorney time records and billing
- Filing legal documents for State and Federal courts (e-filing skills are required)
- Transcribing dictation
- Corresponding with clients
- Maintaining calendars
- Open new files and client matters
- Request conflict of interest checks
- Maintain all client and general files
- Maintain client contact when appropriate
- Work closely with other administrative support staff (conflicts, records, office services, etc.)
- Receive clients and visitors; maintain good public relations with clients; observe confidentiality of attorney-client relationship
- Proofread documents
- Provide administrative coverage for attorneys firm-wide through the workflow pod to include processing expense reports, travel arrangements, e-filing
Necessary Knowledge, Skills and Abilities
- Excellent interpersonal and organizational skills and the ability to work successfully with multiple team members, interacting with employees at all levels of the organization
- Competent to handle a variety of activities with attention to detail and quality, with the ability to follow through and follow up and adapt to quickly meet changing deadlines and priorities
- Advanced proficiency with Microsoft Office Suite applications, including Word, Excel, and Outlook
- Ability to complete multiple tasks and a high volume of work on short deadlines and follow through on assigned tasks with limited supervision
- Retain a high level of flexibility and resourceful problem solving
- Exceptional verbal and written communication skills
- Ability to handle sensitive information with the highest degree of integrity and confidentiality
- Maintain a professional work environment, adhering to firm policies and procedures
Educational and Experience Requirements
- Prior litigation experience required
- Associate’s/Bachelor’s degree preferred
- Paralegal Certificate preferred
Work Environment and Physical Demands
- In office position
- Ability to work extended hours when necessary
- Normal office environment; no unusual physical demands