FAST Practice Assistant (Legal Assistant/Secretary)

Stoel Rives

1d • $51,000 - $112,000 • Remote

About The Position

Stoel Rives LLP has an immediate opening for FAST Practice Assistant. This position is a Practice Assistant on the Firm Administrative Support Team (FAST) specializing in litigation support. This position reports to the FAST Supervisor. ESSENTIAL FUNCTIONS/RESPONSIBILITIES Legal Administrative Support Prepare initial drafts/document shells of probate, tax, litigation, bankruptcy and agency pleadings from templates, including but not limited to requests for production/interrogatories, deposition notices, certificates of service, declarations, and notices of appearance; prepare transmittal letters; revise, format, finalize, file and serve pleadings; electronically file documents with federal, state and appellate courts in accordance with court rules and case procedures; pull documents from agency or court websites; provide coverage for practice assistant assignments during times of need, such as heavy workload and unplanned or planned absences; and compile and prepare exhibits. Document Processing Create, proofread, label, redact and revise documents, spreadsheets, presentations, charts, forms and templates; keyboard a variety of documents from audio files, handwritten drafts or notes; apply track changes, formatting, automatic numbering and styles; prepare tables of contents and tables of authorities; compare documents and produce redline comparisons. Editing Proofread and edit documents for punctuation, spelling, consistency, sense, accuracy, proper wording, legal citation style, format and outline; and manually compare documents word-for-word. General Administrative Support Enter and process data including timesheets, approval forms, expenses, proformas, vendor invoices, new business intake and conflicts, docketing, continuing legal education credit tracking, contact databases and distribution lists; prepare transmittal, engagement and conflict waiver letters; photocopy, scan, fax, print and organize documents; distribute internal mail and documents; file management and maintenance (hard copy and electronic); schedule meetings and coordinate reservations for conference rooms; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; prepare compliance reports to state bar associations; and transmit voluminous electronic documents via secure file sharing website. Client Service Communicate with clients and outside counsel via phone and email; work with clients to obtain signatures on legal documents; coordinate client travel for in-person meetings and hearings; and coordinate client holiday cards and gifts. Teamwork Accurate and consistent tracking and reporting of work assignments through ticketing system; communicate and collaborate with team regarding workload and availability provide coverage for FAST members during times of need, such as heavy workload and unplanned or planned absences; produce consistently accurate and high-quality work product to Firm and department service level standards; and contribute to improvements in efficiency and quality of work; create and update knowledge articles; and provide training and mentoring to fellow FAST members. Workflow Coordination Prioritize and delegate assignments based on deadline and staffing during coordinator shift; record, monitor, and update reservation requests; negotiate deadlines with attorneys and staff; assess what can be done for a project if when time and staffing constraints occur; and escalate concerns or issues to FAST Supervisor. Other duties as assigned. ESSENTIAL CAPABILITIES Keep personally identifiable information, personal health information and attorney/client privileged information confidential; comply with Firm policies and ethics rules; prioritize daily responsibilities and special projects and readjust as priorities change; coordinate resources to meet deadlines; perform multiple tasks in a high-pressure, fast-paced environment; maintain a calm, courteous, and professional demeanor at all times; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative, and follow through; solve problems; work independently and in an interactive team environment; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English. Technical Skills Accurately type 50+ wpm Advanced proficiency in Microsoft Office applications Intermediate proficiency in Adobe Acrobat, iManage, Visio, MacPac, Drafting Assistant, iManage, Express Scribe, Chrome River, Carpe Diem, Paperless Proforma, Intapp, Meeting Room Manager, BOX, Workshare Compare, Metadata Assistant, 7-Zip and InterAction Federal electronic court filing experience Familiarity with Bluebook legal citation format Physical/Mental Capabilities Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5‑hour workday; learn and effectively use Firm style and software applications; accurately proofread documents; accurately record and deliver phone messages; carry files, binders, and pouches of files for short distances.

Requirements

• High school diploma or equivalent required.
• At least four years of experience providing legal administrative support, preferably in the area of litigation, bankruptcy and/or tax law.
• Accurately type 50+ wpm
• Advanced proficiency in Microsoft Office applications
• Intermediate proficiency in Adobe Acrobat, iManage, Visio, MacPac, Drafting Assistant, iManage, Express Scribe, Chrome River, Carpe Diem, Paperless Proforma, Intapp, Meeting Room Manager, BOX, Workshare Compare, Metadata Assistant, 7-Zip and InterAction
• Federal electronic court filing experience
• Familiarity with Bluebook legal citation format

Nice To Haves

• Strong preference for electronic court filing experience in a variety of jurisdictions and knowledge of federal court procedures.
• Certificate or college degree in administrative assistant, legal assistant/secretary, or paralegal program, or related field in lieu of one year of work experience.
• Bachelor’s degree in a related field in lieu of two years of experience.

Responsibilities

• Prepare initial drafts/document shells of probate, tax, litigation, bankruptcy and agency pleadings from templates
• Revise, format, finalize, file and serve pleadings
• Electronically file documents with federal, state and appellate courts in accordance with court rules and case procedures
• Create, proofread, label, redact and revise documents, spreadsheets, presentations, charts, forms and templates
• Keyboard a variety of documents from audio files, handwritten drafts or notes
• Proofread and edit documents for punctuation, spelling, consistency, sense, accuracy, proper wording, legal citation style, format and outline
• Enter and process data including timesheets, approval forms, expenses, proformas, vendor invoices, new business intake and conflicts, docketing, continuing legal education credit tracking, contact databases and distribution lists
• Communicate with clients and outside counsel via phone and email
• Prioritize and delegate assignments based on deadline and staffing during coordinator shift
• Record, monitor, and update reservation requests

Benefits

• paid family & medical leave
• competitive PTO
• remote work options
• competitive and robust medical, dental, vision, life long-term disability, AD&D, EAP, FSA and Voluntary Life, ADD, and LTC options
• generous firm-contributed health savings account
• pre-tax transportation/parking plan including an employer monthly subsidy of $100 for individuals who work 3+ days/week in the office
• annual contribution into the employee's retirement plan

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED