Litigation Legal Practice Assistant

Perkins Coie•San Diego, CA

2d•Onsite

About The Position

The primary responsibility of the Legal Practice Assistant III is to provide highly varied and complex administrative support, with minimal supervision, to designated attorneys, other Legal Practice Assistants, paralegals, and Perkins Coie LLP as a member of a team or the Hub. 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 III is expected to maintain the highest level of professional conduct and confidentiality.

Requirements

Ability to accurately type 75 WPM
Communicate effectively (both orally and in writing)
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 computers and system utilities or other comparable document production software.
Familiarity with basic office equipment.
Excellent organizational skills for prioritizing workload.
Ability to compose correspondence.
Solid knowledge of library operations and records storage procedures for retrieving materials and files for casework.
Knowledge of records management.
Working knowledge of state and federal court and administrative agency rules, procedures, and deadlines.
Thorough understanding of legal terminology and procedures pertinent to the area of assignment.
High school diploma or equivalent required.
Previous law firm experience of seven or more years required.

Nice To Haves

Notary certification preferred.

Responsibilities

Proactively maintain overview of timekeepers’ workload and caseload; anticipate next steps and implement follow-up procedures to ensure that 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 that 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 that court or agency documents/actions for legal proceedings meet firm docketing requirements.
Coordinate preliminary conflicts checks with Professional Standards to ensure that attorneys and the firm is able to represent the requesting party.
Prepare new client/matter intake forms and engagement letters.
Assist with the billing process, including daily time entry (entering, proofreading, spellchecking, and releasing), distribute monthly proformas, 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 and visitor office scheduling, meals, materials preparation, and arrangements 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).
Perform copying, scanning, and faxing tasks.
Prepare notebooks as required.
Assume responsibility for miscellaneous tasks and special projects as required.
Conduct Internet research as directed by timekeepers.
Occasionally assist timekeepers with personal work requests, defined in the firm manual as “acceptable tasks.”
Be Perkins Coie Certified Level LPA-3.
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.