Administrative Support

Legal Administrative Assistant (Corporate)

Friedman Williams

Legal Administrative Assistant (Corporate) New York NY

Job ID: 16186

SUMMARY: Performs a variety of administrative duties for attorney(s) to whom assigned according to established policies and procedures with emphasis in estate planning, probate, wills, trusts, deeds, and corporate. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Operates a computer, word processor and typewriter; transcribes dictation as needed.

• Prepares correspondence, memoranda and other legal documents from written and oral drafts; drafts standard correspondence, and other documents.

• Screens telephone calls and records messages.

• Reads, sorts and dates incoming mail. Ensures that outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery.

• Establishes and maintains calendar and deadline reminder systems; utilizes master calendar system.

• Opens new files, requests conflict of interest checks with file room records, and maintains all client and general files.

• Conducts periodic review for possible storage of older files; prepares files to be closed.

• Receives clients and visitors; maintains good public relations with clients; observes confidentiality of attorney-client relationship.

• Makes appointments for attorney(s).

• Processes bills; proofs billing sheets; reviews and edits bills.

• Works closely with administrative support staff (word processing, reprographics, receptionists, etc.); proofs documents returned from word processing; ensures that attorney time sheets are provided to appropriate person in a timely manner.

• Performs legal assistant duties as requested.

• Performs overload typing, filing, photocopying, or reception relief as time permits and as request by other attorneys, the Human Resource Director or the Administrator.

• Prepares correspondence, memoranda and other legal documents from written and oral drafts; drafts standard correspondence, and other documents.

Other duties as assigned:

• The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• 1. 5+ years’ experience working in a professional environment, law firm experience preferred, in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.

• Must have advance skill level in Microsoft Office products.

• Highly motivated to support all aspects of a busy Corporate practice.

• Ability to read and write in order to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters. Perform non-complex arithmetic calculations when verifying calculations on forms and documents; maintain records and filing systems at a level normally acquired through completion of high school or equivalent.

• Ability to transcribe legal documents, correspondence and reports from rough draft or dictation at a level of 65 wpm.

• Ability to organize and prioritize numerous tasks and complete them under time constraints.

• Ability to proofread typed material for grammatical, typographical or spelling errors.

• Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff to provide information with ordinary courtesy and tact.

• Interpersonal skills necessary in order to communicate in person, by e-mail and telephone to provide information with ordinary courtesy and tact.

• Able to multi-task in a fast-paced environment.

• Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours.

• This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.

WORKING CONDITIONS:

• Normal law office environment with little exposure to excessive noise, dust, temperature and the like.

• The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

Tagged as: Legal Administrative Assistant (Corporate)