Legal Assistant - Litigation

Phelps Dunbar LLP is an AmLaw 200 full-service law firm.

Phelps Dunbar LLP is offering an opportunity for a Legal Assistant supporting a group of attorneys within the Litigation practice group and General Business practice group in Nashville, Tennessee through the performance of complex secretarial, administrative and substantive legal duties.

Essential Duties and Responsibilities:

• Leverage technology resources to ensure the group of attorneys is operating as efficiently and effectively as possible.
• Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics using office software applications.
• Knowledge of the legal processes that facilitate the accurate preparation of client documents and responding to filing or closing deadlines.
• Prepare and coordinate e-filings, as well as filings in state courts if needed. Handle incoming and outgoing mail, faxes and scan documents.
• Ensure that documents are saved and filed into the appropriate workspaces/folders in FileSite and paper file.
• Maintain the daily calendar of each attorney including, but not limited to, scheduling appointments, meetings and travel arrangements.
• Maintain Outlook contacts for each attorney as appropriate.
• Open files, close files and assist with conflicts checks.
• Provide support to the attorneys with timesheets and regular billing matters.
• Request reimbursement for attorneys through ChromeRiver and for client costs through Accounts Payable.
• Maintain a good working rapport with clients which requires discretion and judgment.
• Regular and predictable attendance is an essential function of the job.

Qualifications and Skills Required:

• A high school diploma or equivalency is required; an Associate’s Degree, Business School certificate or related education is desirable. Significant prior experience may be substituted for a combination of the educational requirements.
• 3+ years of litigation secretarial experience in a law firm environment preferred.

• Strong knowledge of and ability to apply office software applications including Word, Excel, PowerPoint, Outlook and PDF.
• Working knowledge of legal practices, terminology, documents and court procedures.
• Flexible, solutions-oriented approach and the ability to work under pressure and handle multiple priorities from multiple sources.
• Excellent typing, spelling, grammar, proofreading, transcription and general clerical skills.
• Ability to coordinate work activities; prepare legal correspondence and documents; transcribe dictation; organize and maintain files and records.
• Ability to operate standard office equipment, including personal computer, copier, multi-function printers, facsimile, and telephone.

Performance Measures:

The Legal Assistant will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited, to the following performance criteria:

• Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
• Expertise with available software and technology tools, understanding of secretarial and office procedures; equipment; legal terminology; attention to detail.
• Dependability and cooperation with attorneys, clients and other support staff.
• Adherence to office policies and procedures.
• Professionalism and ability to communicate effectively and handle multiple priorities.