Legal Practice Assistant

Perkins Coie•Seattle, WA

About The Position

GENERAL PURPOSE The primary responsibility of the Legal Practice Assistant II is to provide varied and more complex support, with moderate supervision, to designated lawyers, other Legal Practice Assistants, paralegals, and Perkins Coie LLP as a member of a practice team or as part of the internal shared-services resource known as the Hub. In addition, as a member of the Perkins Coie business professional support team, this position is also responsible for promoting and maintaining the goodwill and reputation of the firm. In this capacity, the Legal Practice Assistant II is expected to maintain the highest level of professional conduct and confidentiality. ESSENTIAL FUNCTIONS These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation. 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. Maintain timekeepers’ calendars of meetings and business trips, using current software applications, and apprise them of responsibilities in advance of commitment. File hard-copy and electronic documents with appropriate courts and agencies, ensuring proper procedures are followed and deadlines are met. 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 lawyer 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/lawyer/administrative conferences, meetings, and appointments for timekeepers and clients, including scheduling of conference rooms and visitor offices, preparation of materials, and making arrangements with third parties if needed (e.g., court reporters or videographers). Coordinate travel arrangements, securing air, hotel, and car plans for timekeepers. Maintain file organization and updated indices in the firm’s document management system. Assume responsibility for miscellaneous tasks and special projects as required. Conduct internet research as directed by timekeepers. Be Perkins Certified Level LPA-2. Be familiar with and adhere to all firm policies. Be present at work during regularly scheduled working hours and as needed in the position, arrive at work on time, and use time wisely during the workday. Keep supervisor informed of activities and of any significant problems and/or all personal schedule changes; provide timely and accurate time cards regarding hours worked and days missed. 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. Adhere to the principles of client and firm confidentiality, as outlined in the confidentiality agreement signed at the time of hire. Maintain a clean and uncluttered work area, ensuring that confidential materials and valuable items are secure.

Requirements

Ability to accurately type 70 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.
Solid knowledge of personal computer and system utilities or other comparable document production software.
Familiarity with basic office equipment.
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.
Familiarity with legal terminology and procedures pertinent to the area of assignment.
Requires a high school diploma or equivalent.
Previous law firm experience of five or more years or equivalent preferred.

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.
Maintain timekeepers’ calendars of meetings and business trips, using current software applications, and apprise them of responsibilities in advance of commitment.
File hard-copy and electronic documents with appropriate courts and agencies, ensuring proper procedures are followed and deadlines are met.
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 lawyer 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/lawyer/administrative conferences, meetings, and appointments for timekeepers and clients, including scheduling of conference rooms and visitor offices, preparation of materials, and making arrangements with third parties if needed (e.g., court reporters or videographers).
Coordinate travel arrangements, securing air, hotel, and car plans for timekeepers.
Maintain file organization and updated indices in the firm’s document management system.
Assume responsibility for miscellaneous tasks and special projects as required.
Conduct internet research as directed by timekeepers.
Be Perkins Certified Level LPA-2.
Be familiar with and adhere to all firm policies.
Be present at work during regularly scheduled working hours and as needed in the position, arrive at work on time, and use time wisely during the workday.
Keep supervisor informed of activities and of any significant problems and/or all personal schedule changes; provide timely and accurate time cards regarding hours worked and days missed.
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.
Adhere to the principles of client and firm confidentiality, as outlined in the confidentiality agreement signed at the time of hire.
Maintain a clean and uncluttered work area, ensuring that confidential materials and valuable items are secure.