Legal Administrative Assistant

Barnes & Thornburg LLP•Chicago, IL

About The Position

Summary: The Legal Support Team is a dedicated and centralized group of LAAs who will be supporting attorneys using a workflow management software to delegate tasks. Key Responsibilities: Solid working knowledge and a demonstrated high acumen in the operation of computer software applications, specifically Word, Outlook, iManage, Excel, PowerPoint, Adobe PDF, ChromeRiver, and other firm software as required. Prepares and uploads IP documents for filing with the USPTO. Creates, edits, formats, and proofreads documents, spreadsheets, and presentations with the highest level of accuracy and attention to detail. Creates Table of Contents; Table of Authorities; and other formatting items such as, headers, footers, signature blocks, etc. Establishes and maintains calendar and deadline reminder systems; utilizes master calendar system. Reviews and prioritizes incoming IP correspondence to determine action needed. Communicates with clients by telephone or email as needed. Maintains accurate client contact information and reporting instructions. Establishes and maintains attorney calendar and case deadline reminder systems with properly coordinating essential tasks that go along with calendared events. Scheduling meetings and travel itineraries based on attorney calendar availability. Processes bills; proofs billing sheets; reviews and edits bills. Submits attorney expense reports and invoices via accounting system. Processes new business requests by opening new matters; preparing and reviewing conflicts submissions; and closing matters appropriately. Manages workflow of assigned tasks and projects, prioritizing incoming tasks to meet deadlines and coordinate with other shared services to complete work. Ability to work with little supervision; prioritizes and anticipates work needs; works well under occasional periods of competing priorities and deadlines. Collaborates with administrative support staff (office services, word processing, accounting, IT, etc.) as necessary or appropriate to complete tasks. Performs legal assistant duties, as required. Other duties as assigned, The employee must be able to perform all essential job duties and responsibilities satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

Requirements

Ability to proofread and perform editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters.
Perform basic arithmetic calculations when verifying calculations on forms and documents; maintain records and filing systems at a level normally acquired through completion of high school or equivalent.
Ability to transcribe legal documents, correspondence, and reports from rough draft or dictation with minimal errors.
Approximately three to five years on the job IP prosecution experience necessary in order to produce accurate IP prosecution documents and correspondence with minimal supervision.
Experience in software packages used by the Intellectual Property Department and the United States Patent and Trademark Office.
Ability to organize and prioritize tasks, as well as complete them within established time constraints. Consult with attorneys when priorities conflict.
Interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff to provide information with ordinary courtesy and tact.
High level of interpersonal skills required to handle sensitive and confidential situations.
Work occasionally requires a high level of effort while producing a high volume of information and performing other essential duties.
Must have exceptional technical skills and an advanced-level working knowledge of the MS Office Suite.
Excellent verbal and written communication skills.
Proven proficiency using legal terminology and experience working in various practice area.
The ability to quickly learn and integrate new technical skills and knowledge; seeks out avenues to enhance technical skills.
Ability and willingness to cross train across different legal departments within the firm.
Must exhibit a high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven and detail-oriented work environment utilizing excellent judgment, initiative, decision-making skills and the ability to work independently.
Ability to effectively gather and summarize information to complete tasks.
Ability to adapt to differing and individual styles and administrative tasks applicable to a variety of practice areas.
Ability to provide outstanding customer service to internal and external clients/contacts.

Responsibilities

Prepares and uploads IP documents for filing with the USPTO.
Creates, edits, formats, and proofreads documents, spreadsheets, and presentations with the highest level of accuracy and attention to detail.
Creates Table of Contents; Table of Authorities; and other formatting items such as, headers, footers, signature blocks, etc.
Establishes and maintains calendar and deadline reminder systems; utilizes master calendar system.
Reviews and prioritizes incoming IP correspondence to determine action needed.
Communicates with clients by telephone or email as needed.
Maintains accurate client contact information and reporting instructions.
Establishes and maintains attorney calendar and case deadline reminder systems with properly coordinating essential tasks that go along with calendared events.
Scheduling meetings and travel itineraries based on attorney calendar availability.
Processes bills; proofs billing sheets; reviews and edits bills.
Submits attorney expense reports and invoices via accounting system.
Processes new business requests by opening new matters; preparing and reviewing conflicts submissions; and closing matters appropriately.
Manages workflow of assigned tasks and projects, prioritizing incoming tasks to meet deadlines and coordinate with other shared services to complete work.
Ability to work with little supervision; prioritizes and anticipates work needs; works well under occasional periods of competing priorities and deadlines.
Collaborates with administrative support staff (office services, word processing, accounting, IT, etc.) as necessary or appropriate to complete tasks.
Performs legal assistant duties, as required.
Other duties as assigned