Legal Administrative Assistant - Finance

Haynes and Boone • Dallas, TX

3d • Onsite

About The Position

This non-exempt position performs full legal administrative duties for attorneys under minimal supervision. It requires a high degree of independent judgment and discretion, as well as thorough knowledge of organizational procedures and precedents. The role supports attorneys with client- and matter-related administrative work, document preparation and handling, billing and expense processes, scheduling, files, and client reception. The assistant reports directly to the Office Administrator/Supervisor and indirectly to assigned attorneys.

The position is based in an office environment and involves regular computer and office-machine use, frequent communication with attorneys, clients, and staff, and occasional movement of documents or files weighing up to 15 pounds. Overtime is required.

Requirements

• Three or more years of experience working in a mid-sized or large law firm.
• Prior experience supporting more than one attorney.
• Working knowledge of general office procedures and familiarity with legal terminology related to general legal concepts and the assigned practice area(s).
• Working knowledge and experience with the firm’s technology and applications.
• Advanced word-processing and computer skills using software such as MS Word, Excel, Outlook, PowerPoint, and Adobe.
• Excellent written and verbal communication skills, including grammar, spelling, and punctuation.
• Strong phone etiquette, attention to detail, and follow-through skills.
• Knowledge of legal filing and record-keeping practices relevant to the practice area.
• Strong organization and multitasking skills, with the ability to meet deadlines.
• Strong customer service skills and the ability to be flexible and work effectively as part of a team.
• High school diploma or equivalent.
• Ability to move around the office up to 15% of the time and remain stationary at least 85% of the time.
• Ability to operate computers and office productivity machines regularly and occasionally move documents or files weighing up to 15 pounds.
• Ability to communicate and exchange information constantly and inspect and observe information on a computer screen at least 80% of the time.

Nice To Haves

• Two years of college or equivalent work experience.
• Experience with NetDocuments, Interaction, Chrome River, Emburse, or Intapp.
• Experience handling expense reports, client bills, multiline phones, and conflict-checking forms.
• Experience with Interaction or another client relationship management database.

Responsibilities

• Process new client and matter requests, client bills, time reports, and expense reports.
• Prepare, revise, proofread, and redline client-related documents, including correspondence, memoranda, bills, timesheets, and project work.
• Copy, distribute, send, file, and otherwise handle completed work, including electronic and physical delivery.
• Maintain physical and electronic files and contacts.
• Coordinate meetings and appointments, receive clients and guests, and maintain attorneys’ appointment calendars.
• Transcribe and compose correspondence for client-related matters.
• Prepare closing binders as needed.
• Handle incoming and outgoing mail.
• Provide legal administrative assistance to summer associates, visiting attorneys, attorneys whose assistant is absent, and other attorneys needing overflow support.
• Occasionally coordinate courier services to deliver or collect documents for attorneys at courthouses or other entities.
• Perform other related duties as needed or assigned.

What This Job Offers

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