Administrative Practice Assistant

Meyers Nave•Oakland, CA

14d•$27 - $30

About The Position

The Administrative Practice Assistant (APA) is responsible for providing administrative support to legal assistants and attorneys. Under the supervision of the Director of Administration, the APA works closely with team members to ensure effective and timely attention to important legal matters. ESSENTIAL FUNCTIONS The APA is an entry-level position designed to grow into a future Legal Practice Assistant (LPA) litigation secretarial position when needed, or when an Attorney or Paralegal requires additional assistance on large projects. Under this scenario, the APA has the opportunity to build their skill set while developing and maintaining the following functions: Draft, review, revise and proofread both legal and non-legal documents including correspondence and memoranda, pleadings, expense reports; PowerPoint presentations, budgets, etc.; Format court pleadings according to applicable court rules and generate tables of authorities and tables of contents using provided software; Build an understanding and use of local rules of court, municipal, state and federal rules of procedure; File documents with courts and administrative bodies, including electronic filing where applicable; Arrange for service of pleadings and subpoenas; Assist with preparation and scheduling of meetings, teleconferences, conferences and travel; Organize documents, and prepare binders and files to house relevant legal and non-legal materials; Review incoming mail and route as appropriate; Maintain electronic case files; Work with internal teams to create, review and maintain electronic and physical case files, including supporting the firm’s “paper lite” initiative; Assist in tracking and management of various projects; Maintain shared office calendars and individual attorney/director calendars in Outlook, partnering with Calendar Department when necessary; Enter attorneys’ billable time as requested according to billing policies and coordinate with billing personnel to facilitate attorneys’ timely review of monthly billing statements; Prepare check requests and coordinate payment to vendors when requested; Prepare expense reports and book travel arrangements; Ability to act as back-up receptionist when needed; Regular, reliable and punctual attendance; Back up secretaries during planned and unplanned absences; Maintain composure and work efficiently and accurately during highly stressful circumstances; Work cordially, cooperatively and productively with all personnel; Work overtime as needed to complete essential functions; and Other duties as assigned. Management retains the right to add to or change the functions of this position at any time.

Requirements

High school diploma required
Superior customer service skills with ability to maintain strict confidentiality
Interpersonal skills necessary to communicate in person and by phone with a diverse population to provide information with courtesy and tact.
Accuracy in grammar, spelling and punctuation
Strong analytical thinker with attention to detail
Demonstrated ability to organize and prioritize numerous tasks and complete them under time constraints and within budget
Proactive self-starter with ability to work independently, as well as in a team environment
Willingness to take constructive feedback to allow for on-the-job learning
Ability to work under pressure with tight deadlines
Experience using Microsoft Office 365 (Outlook; Word; PowerPoint and Excel)

Nice To Haves

Prior experience with iManage, Best Authority, time and billing systems, and Adobe Professional is a plus.

Responsibilities

Draft, review, revise and proofread both legal and non-legal documents including correspondence and memoranda, pleadings, expense reports; PowerPoint presentations, budgets, etc.
Format court pleadings according to applicable court rules and generate tables of authorities and tables of contents using provided software
Build an understanding and use of local rules of court, municipal, state and federal rules of procedure
File documents with courts and administrative bodies, including electronic filing where applicable
Arrange for service of pleadings and subpoenas
Assist with preparation and scheduling of meetings, teleconferences, conferences and travel
Organize documents, and prepare binders and files to house relevant legal and non-legal materials
Review incoming mail and route as appropriate
Maintain electronic case files
Work with internal teams to create, review and maintain electronic and physical case files, including supporting the firm’s “paper lite” initiative
Assist in tracking and management of various projects
Maintain shared office calendars and individual attorney/director calendars in Outlook, partnering with Calendar Department when necessary
Enter attorneys’ billable time as requested according to billing policies and coordinate with billing personnel to facilitate attorneys’ timely review of monthly billing statements
Prepare check requests and coordinate payment to vendors when requested
Prepare expense reports and book travel arrangements
Ability to act as back-up receptionist when needed
Regular, reliable and punctual attendance
Back up secretaries during planned and unplanned absences
Maintain composure and work efficiently and accurately during highly stressful circumstances
Work cordially, cooperatively and productively with all personnel
Work overtime as needed to complete essential functions
Other duties as assigned