Friedman Williams
Legal Administrative Assistant – Los Angeles Los Angeles CA
Job ID: 19935
Legal Administrative Assistant – Los Angeles
Position Summary:
Under supervision of the Senior Manager of Legal Support Services or Legal Support Services Manager and according to established policies and procedures, performs a variety of administrative and organizational support for attorneys and paralegals in the practice area assigned. Maintains positive contact with clients, attorneys, paralegals, and support staff and observes confidentiality of client matters.
Essential Duties and Responsibilities: “Essential” are primary job duties that an individual must be able to perform unassisted or with some reasonable accommodation made by the employer.
1. Supports multiple attorneys in assigned practice area(s) and legal support teams in the preparation of client legal documents.
2. Plans, produces, edits and formats correspondence, memoranda, pleadings, reports and other legal documents in a timely manner while utilizing computer, transcription equipment and other office equipment.
3. Electronically files pleadings and related exhibits in State, Federal and Appellate courts.
4. Professionally manages incoming calls in a courteous and timely manner and provides client assistance when needed.
5. Oversees delivery of incoming and outgoing mail and packages to ensure timely delivery. If necessary, routes correspondence and other client-related material to specific delivery service and follows up on timely delivery.
6. Establishes and maintains calendar and deadline reminder systems, utilizing Firm’s centralized docketing and calendar system.
7. Requests conflict of interest reports with File Opening/Conflicts, opens new clients and/or matters, and maintains all client and general files. Conducts periodic review for possible storage of older files and prepares files to be closed.
8. Coordinates and performs administrative tasks specific to practice area, including gathering and summarizing data for reporting, utilizing software programs specific to the practice area.
9. Receives clients and visitors, maintains good public relations with clients, and observes confidentiality of attorney-client relationship.
10. Manages attorney calendars, schedules appointments and coordinates travel arrangements.
11. Ensures attorney timesheets are entered and released in a timely manner. Reviews, proofs, edits, and processes client billing statements.
12. Collaborates with administrative support staff (document production, receptionists, business office, etc.), proofs documents returned from document production.
Additional Responsibilities: “Additional” are job duties that an individual will be responsible for but are not essential to the role.
1. Shares overflow responsibility in document management, filing, photocopying, scanning or other legal administrative duties as time permits and as requested by the Practice Support Team Coordinators or other attorneys. Also assists other LAAs with their workload in a team environment.
Knowledge, Skills and Abilities Required: Qualifications and attributes needed to perform the “Essential” duties and responsibilities. Consider these minimum qualifications one must possess to be qualified for the position.
1. Ability to transcribe legal documents, correspondence and reports from rough draft, dictation or transcription at a level of seventy (70) wpm preferred.
2. Ability to organize and prioritize numerous tasks and complete them under time constraints.
3. Technical Proficiency in Microsoft Office in a legal environment to include Outlook, Word, and Excel.
4. Ability to utilize independent thinking skills, with minimal direction and with an ability to offer creative solutions to problems.
5. Must possess an ability to work with legal documents, State, Federal and Appellate filings, including knowledge of, or ability to learn E-Filing with aforementioned courts.
6. Must have ability to produce work of high quality, which is accurate, complete and free from errors. Ability to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine legal correspondence and legal case matters. Ability to perform non-complex arithmetic calculations when verifying calculations on forms, documents, and check requests and in maintaining records and filing systems at a level normally acquired through completion of high school or equivalent.
7. Work occasionally requires a high level of mental effort and strain while producing a high volume of information, handling competing priorities, and performing other essential duties.
8. Must foster a collaborative team approach and possess a high level of professionalism and interpersonal skills to work well with employees at all levels within the organization and maintain all information in the strictest of confidence. Required to use tact and diplomacy when interacting with individuals across all levels of the Firm.
9. Must have ability to read, write and communicate fluent English; ability to compose documents in the appropriate business style using correct grammar and spelling; ability to communicate clearly using proper grammar and diction over the telephone.
10. Must possess attention to detail, ability to balance multiple projects and display strong time management skills with a proactive approach.
11. Must have ability to reason and apply common-sense understanding to situations encountered while demonstrating ability to acclimate to change.
12. Ability to process routine daily functions while being able to resolve sensitive issues and complex assignments utilizing above-average critical thinking skills.
13. Ability to work overtime as needed.
14. The physical demands of this position are representative of those that might be met by an employee in order for him or her to successfully perform the essential functions of the position. These include being both mobile and stationary throughout the workday, having the ability to transport twenty-five (25) pounds and being able to operate a computer and other business equipment found in the office.
Education and Experience Qualifications: The education and experience qualifications for the position and those upon which one will be considered qualified for the position. At least one required qualification is necessary.
1. Minimum High School Diploma or equivalent required. An Associate Degree preferred.
2. At least two (2) years of litigation legal experience required; three (3) to five (5) years preferred.
If interested please email resume to Jill Tomarken, jtomarken@friedmanwilliams.com.