Legal Practice Assistant

Perkins Coie•Los Angeles, CA

8d•Onsite

About The Position

Position Description Perkins Coie is searching for a Legal Practice Assistant to support the corporate group and provide varied and complex administrative support, with moderate supervision, to designated attorneys, other Legal Practice Assistants, paralegals, and the firm. In addition, as a member of the Perkins Coie LLP professional support staff team, this position is also responsible for promoting and maintaining the goodwill and reputation of the firm. In this capacity, the Legal Practice Assistant is expected to maintain the highest level of professional conduct and confidentiality. This role requires being in the office two days a week ESSENTIAL FUNCTIONS Proactively maintain overview of timekeepers' workload and caseload; anticipate next steps and implement follow-up procedures to ensure each task is appropriately tracked and carried through to completion. Create, edit, revise, redline, and/or proofread documents from dictation, handwritten, typed, and/or electronic copy. Maintain timekeepers' calendars of meetings and business trips, using current software applications, and apprise them of responsibilities in advance of commitment. File paper and electronic documents with appropriate courts and agencies and ensure proper procedures are followed and deadlines are met. Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for timekeepers, clients, and staff as required. Process and route incoming mail, faxes, and electronic communications upon receipt. Prepare outgoing mail (including boxes/packages for shipment) for prompt delivery, arranging for messenger services as needed to meet deadlines. Coordinate with docketing specialist, including review of docketing reports for accuracy of dates, to ensure court or agency documents/actions for legal proceedings meet firm docketing requirements. Coordinate preliminary conflicts checks with Professional Standards to ensure attorney and firm ability to represent requesting party. Prepare new client/matter intake forms and engagement letter. Assist with billing process, including daily time entry – entering, proofreading, spellchecking, and releasing – distribute monthly proformas, and potentially review and edit prebills, and prepare final with cover letter (if appropriate) in accordance with firm or department procedures. Prepare accounting documents as required, including check requests, expense and travel reimbursement requests, and trust documents. Coordinate client/attorney/administrative conferences, meetings, and appointments for timekeepers and clients, including conference room scheduling, scheduling visitor offices, meals preparation of materials, and arrangement with a third-party if needed (e.g., court reporter/videographer). Coordinate travel arrangements, securing air, hotel, and car plans for timekeepers. Set up and maintain administrative and client files; file electronic and/or paper documents and information promptly and accurately. Maintain file organization and updated indices (office dependent). Prepare notebooks as required. Conduct Internet research as directed by timekeepers. Coordinate absences within workgroups; proactively provide assistance to timekeepers in the absence of the regular Legal Practice Assistant, and, when time permits, to other Legal Practice Assistants.

Requirements

Must have a high school diploma or equivalent
Previous law firm experience of 7 or more years
Ability to accurately type 75-wpm, communicate effectively, both orally and in writing, and establish effective working relationships throughout operational groups.
Strong command of the English language including excellent spelling, grammar, punctuation, form and style.
Good knowledge of personal computer and system utilities or other comparable document production software.
Excellent organizational skills for prioritizing workload.
Ability to compose correspondence.
Knowledge of library operations and records storage procedures for retrieving materials and files for case work.
Knowledge of records management.
Working knowledge of state and federal courts and administrative agency rules, procedures, and deadlines.

Nice To Haves

Ability to speak comfortably/fluently in Spanish
Notary certification is preferred but not required

Responsibilities

Proactively maintain overview of timekeepers' workload and caseload; anticipate next steps and implement follow-up procedures to ensure each task is appropriately tracked and carried through to completion.
Create, edit, revise, redline, and/or proofread documents from dictation, handwritten, typed, and/or electronic copy.
Maintain timekeepers' calendars of meetings and business trips, using current software applications, and apprise them of responsibilities in advance of commitment.
File paper and electronic documents with appropriate courts and agencies and ensure proper procedures are followed and deadlines are met.
Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for timekeepers, clients, and staff as required.
Process and route incoming mail, faxes, and electronic communications upon receipt.
Prepare outgoing mail (including boxes/packages for shipment) for prompt delivery, arranging for messenger services as needed to meet deadlines.
Coordinate with docketing specialist, including review of docketing reports for accuracy of dates, to ensure court or agency documents/actions for legal proceedings meet firm docketing requirements.
Coordinate preliminary conflicts checks with Professional Standards to ensure attorney and firm ability to represent requesting party.
Prepare new client/matter intake forms and engagement letter.
Assist with billing process, including daily time entry – entering, proofreading, spellchecking, and releasing – distribute monthly proformas, and potentially review and edit prebills, and prepare final with cover letter (if appropriate) in accordance with firm or department procedures.
Prepare accounting documents as required, including check requests, expense and travel reimbursement requests, and trust documents.
Coordinate client/attorney/administrative conferences, meetings, and appointments for timekeepers and clients, including conference room scheduling, scheduling visitor offices, meals preparation of materials, and arrangement with a third-party if needed (e.g., court reporter/videographer).
Coordinate travel arrangements, securing air, hotel, and car plans for timekeepers.
Set up and maintain administrative and client files; file electronic and/or paper documents and information promptly and accurately.
Maintain file organization and updated indices (office dependent).
Prepare notebooks as required.
Conduct Internet research as directed by timekeepers.
Coordinate absences within workgroups; proactively provide assistance to timekeepers in the absence of the regular Legal Practice Assistant, and, when time permits, to other Legal Practice Assistants.