Legal Practice Assistant (Chicago)
Chicago, IL
Full-time
Onsite
1 month ago
About the role
This job was posted by https://illinoisjoblink.illinois.gov : For more
Information, Please See
https://illinoisjoblink.illinois.gov/jobs/13399555
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
perform tasks as requested; update requestor regarding receipt and
status of tasks/projects and consistently meet agreed upon
deadlines.
Timekeepers About Appropriate Time Entry Requirements And Standards.
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.
vendor invoices for payment.
mail including U.S.P.S., U.P.S. and Federal Express. Coordinate
messenger pick-ups and deliveries when necessary.
including but not limited to conference calls, zoom meetings and
in-person meetings.
filing system via Outlook.
taking accurate messages and appropriately routing calls.
Document Center or Print/Mail Centers.
black car) with firm-provided travel agency.
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.
records software.
storage.
required.
vacation coverage.
client audiences.
summonses, complaints, motions, and subpoenas from various sources
of origination (handwritten, typed copy, electronic copy, tape
transcription, etc.).
and preparing Table of Contents and Table of Authority, and
redlining documents.
transaction from case or transaction inception to closure.
QUALIFICATIONS AND REQUIREMENTS
Microsoft Office (Word, Excel, PowerPoint, Outlook).
business needs. Able to work overtime as needed.
independently and in a team environment with a customer service
focus.
management environment and managing associate, attorney, and
paralegal expectations.
information.
in a fast-paced and deadline driven environment.
writing.
with firm clients.
workload, and strong attention to detail.
Information, Please See
https://illinoisjoblink.illinois.gov/jobs/13399555
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.
Skills
Law PracticeAdministrative