Legal Services Assistant - Public Finance

Ice Miller LLP•Indianapolis, IN

3d•Hybrid

About The Position

The Legal Services Assistant position provides direct administrative support to assigned timekeepers and plays a key role in ensuring the smooth day-to-day management of attorney workflows. Legal Services Assistants work in practice-specific support teams and share responsibility for overflow tasks, coverage, and high-quality support across all assigned timekeepers. The Legal Services Assistant is expected to manage multiple projects and priorities, delegate appropriate tasks to other support teams, and ensure timely follow-up and quality control. This position requires strong communication skills, attention to detail, and the ability to maintain professionalism and discretion while interacting with clients, visitors, staff, and attorneys. Success in this role requires strong organizational and technical skills, a collaborative approach, and a commitment to excellent service.

Requirements

High school diploma required
At least three (3) years of previous administrative experience in the legal industry required
Willingness and ability to learn multiple practice areas within the law firm
Ability to prioritize work and balance multiple projects and deadlines
Continuous learner who is adaptable and proactive
Contributes to a working group and provides reliable service to a diverse group of professionals
Ability to maintain a professional demeanor, exhibit sound judgment, use discretion, and maintain confidentiality
Ability to exhibit problem-solving skills and demonstrate initiative
Excellent clerical skills and knowledge of grammar, spelling, and punctuation
Exceptional client service skills in person, over the phone, and via email
Exceptional attention to detail and ability to work independently and proactively
Ability to work with a diverse group of professionals across all offices
Must be able to perform all essential duties
A professional, flexible, and positive approach to working with colleagues and clients
Must be able to perform all essential duties
Intermediate to proficient skills in Microsoft Word (see “Document Skills” above for specific examples), Adobe, Excel, and PowerPoint.
Proficiency in Word editing tools such as Litera, DocXtools, NTD, and Check is required.
Intermediate knowledge of legal billing software, conflicts and new matter software, document management systems, and expense reimbursement software is also required.

Nice To Haves

Prior experience with workflow software is a plus; at Ice Miller, we use BigHand to collaborate across offices within practice group teams.
The Firm currently utilizes the following programs: InTapp, NetDocuments, BillPro, Elite 3E, and Emburse (formerly ChromeRiver).

Responsibilities

Prepare, format, revise, proofread, and finalize a variety of legal documents, ensuring proper grammar, punctuation, and adherence to firm and practice group-specific standards.
Ensure all documents meet firm branding, formatting, and functionality guidelines.
Demonstrate accuracy and attention to detail in all aspects of document preparation and management.
Prepares and edits documents in Microsoft Word that are stable and implements use of advanced formatting tools such as Styles, Table of Contents, and Table of Authorities.
Leverages firm-adopted technology and systems to manage and format legal documents with precision.
Learns and troubleshoots document issues efficiently, demonstrating growing technical confidence.
Executes complex document markups and formatting instructions accurately and in a timely manner.
Ability to create basic to intermediate-level spreadsheets and print all spreadsheets in Excel.
Ability to create basic to intermediate-level PowerPoint presentations.
Adapts to differing substantive and individual attorney styles across various practice areas.
Anticipates timekeeper needs and proactively provides administrative and project support.
Demonstrates initiative in resolving workflow challenges and contributes to the overall efficiency of the team.
Maintains high standards of organization, follow-through, and attention to detail in day-to-day support tasks.
Maintains a client-first mindset in all interactions, both internal and external.
Demonstrates strong written and verbal communication skills, with emphasis on accuracy, tone, and professionalism.
Works collaboratively with peers across practice teams and contributes to a supportive team environment.
Begins to guide and support less experienced team members, sharing knowledge and modeling best practices.
Remains composed and productive under pressure and during periods of high-volume work.
Adjusts to shifting priorities and timelines with a flexible and solution-focused approach.
Embraces and leverages legal technology to improve processes and workflows.
Demonstrates motivation to grow technical and soft skills through continuous learning.