Legal Administrative Assistant

Summary

This Legal Administrative Assistant (LAA) position is a member of a 6-person multi-practice LAA team. The Team is responsible for producing a variety of work product related to the attorney/client interaction. Work product includes, but is not limited to, the production of documents; the management of time entry; coordination and facilitation of travel plans, meetings, electronic and face-to-face communications; handling of incoming and outgoing mail and other correspondence; expense entry; and file maintenance. The LAA must be able to work effectively with a variety of law firm members, including numerous lawyers, paralegals, and staff members. In all situations, it is expected that the LAA will maintain the highest levels of respect, confidentiality and professionalism in the execution of the responsibilities.

This role also serves as Receptionist responsible for the professional and efficient coordination of visitors, conference room set-ups and catering orders, and the presentation of a professional office/reception environment.  The individual maintains courteous and professional contact with both internal and external clients, and observes confidentiality of client matters.

This position reports to the Office Manager and works under the direction of the attorneys and paralegals assigned to the LAA Team.  Day-to-day workload is also coordinated through a LAA Team Lead.

Required Education & Experience

• High School diploma or equivalent.
• 1-2 years LAA experience or equivalent general office experience.
• Computer skills required with Microsoft Word and Outlook, as well as with file document management tools such as FileSite or WorkSite.

Preferred Education & Experience

• College or business school preferred but not required.
• Prior experience in the assigned practice area(s) preferred but not required.
• Law firm experience preferred but not required.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  In order to perform one (1) or more essential functions of this role, a minimum of five (5) days in the office is required.

• Legal Administrative Support (70%)
  • Responsible for typing and modifying legal documents accurately and within requested timeframes for assigned legal group, prioritizing work among assignments and meeting specific deadlines on projects
  • Coordinates lengthy and complex document preparation with Work Product Support Services as needed.
  • Prepares documents for e-filing as required.
  • Reviews and routes incoming mail. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required.
  • Ensures that all attachments, exhibits and enclosures are included.
  • Maintains paper and electronic files in compliance with current policies.
  • Works with Records Department to create and maintain client files and indexes.
  • Marks case or matter related documents as needed with filing instructions to ensure proper filing.
  • Performs routine filing and retrieves files as needed.
  • Maintains chronological files and administrative files for assigned attorneys.
  • Responsible for professionally managing incoming calls, including client calls, assisting in coordinating timekeeper calendars, expense reports, travel and meeting arrangements.
  • Coordinates specific client dates with the Calendar/Docket Department as needed.
  • Prepares and processes new matter forms.
  • Receives and screens phone calls and takes messages as required.
  • Receives and directs clients and visitors.
  • Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports.
  • Schedules meetings and arranges for conference rooms and meals.
  • Maintains and updates contact names and addresses in the contact database.
  • Communicates effectively with clients and with others in the Firm.
  • Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines.
  • Calendaring (Docketing).
  • Follow up on attorney/client deadlines.
  • Managing Partner calendars via Outlook.
• Client Billing Coordinator (20%)
  • Prepares daily time entries for assigned attorneys utilizing Firm approved narrative guidelines, and submits in a timely manner to Accounting.
  • Prepares expense reimbursement/disbursement requests.
  • Coordinates client billing matters with Accounting billing staff, attorneys, and clients; prepares billing letters and other requested client financial updates; assists attorneys with tracking and monitoring alternative fee arrangements; assists attorneys with automation, tracking and monitoring of matter budgets.
• General and Administrative (10%)
  • Serve as Receptionist for Jefferson City location.
  • Performs other office administrative activities such as copies, fax, etc.
  • Proactively demonstrates effective teamwork and provides assistance to other LAAs as time permits.
  • Serves as a backup LAA to assigned timekeepers.
  • Works cooperatively with other departments and individuals in the Firm.
  • Performs other duties as assigned by core practice group.

Competencies

• Strong verbal and written communication skills.
• Self-motivated with excellent organizational skills and attention to detail.
• Highly professional with a strong customer service orientation, commitment to meeting deadlines, and ability to multitask in a fast-paced and dynamic environment.
• Strong professional, independent thinking skills with strength in problem solving and the ability to offer constructive opinions and creative solutions.
• A team player who motivates and educates other team members.
• Regular and predictable attendance is an essential function of the position.

Supervisory Responsibility

This position has no supervisory responsibilities.

Travel

No travel is expected for this position.

Work Environment & Physical Demands

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.  While performing the responsibilities of the position, these work environment characteristics are representative of the environment the person in this position will encounter. While performing the duties of this job, the employee will work in a professional, fast paced office environment that may require additional hours to complete work.

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the position. If an employee is unable to perform the essential functions of the position, Stinson LLP will evaluate whether a reasonable accommodation can be made to enable the employee to perform the described essential functions of the position. Generally, due to the nature of this office position, while performing the responsibilities of the position, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl.  The employee must regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds. Vision abilities required by the job include close vision.

AAP/EEO Statement

Stinson LLP is an equal opportunity employer. We encourage qualified minority, female, veteran, disabled and other diverse candidates to apply and be considered for open positions. We offer a competitive compensation and benefits package.

Stinson LLP is a federal contractor. Information gathered through applicant Voluntary Self-Identification will be used periodically with various government agencies for statistical reporting and to measure the effectiveness of our Affirmative Action and EEO outreach efforts. All information is requested on a voluntary basis and will be kept confidential. We will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

Applicants with a disability that are in need of an accommodation to complete the Stinson LLP application process should contact Human Resources at 316.268.7962 or email Talent@stinson.com.

By submitting this application, you certify the information provided is true to the best of your knowledge and belief.  You understand that being untruthful in response to any of the answers provided within this application or any of the attached documents may lead to your termination in the event you are employed. If employed, you will be required to provide documentation showing you are legally authorized to work in the United States. We conduct criminal background checks of all individuals offered employment.