Practice Assistant
About The Position
The Practice Assistant provides vital administrative and organizational support by routing mail and documents, processing incoming and outgoing scanned documents, and maintaining accurate recordkeeping to support other legal staff members who manage physical and electronic files. This position helps ensure that case materials are properly organized, accessible, and maintained in accordance with firm protocols and retention requirements. This position requires that the Practice Assistant be extremely detail-oriented, organized, critical about accuracy, spelling and grammar and possess the ability to prioritize and follow up. This is a very fast-paced environment, and the Practice Assistant must be able to multitask and assist attorneys and staff with a voluminous caseload. This role requires a self-starter who is willing and open to learning new skills as well as taking initiative and being proactive. JKZ employees are expected to “Think Outside the Box,” applying creativity, sound judgment, and initiative to deliver thoughtful solutions and exceptional client service. Practice Assistants are expected to model and uphold JKZ’s mission, vision, and values in all professional interactions and to consistently produce work that meets or exceeds the JKZ Standard.
Requirements
- Ability to manage multiple tasks and deadlines in a fast-paced environment.
- Strong attention to detail and accuracy when reviewing and preparing documents.
- Clear and professional communication with attorneys, staff, clients, and court personnel.
- Consistent ability to follow procedures, workflows, and naming conventions.
- Prolonged periods of sitting, reading, and working at a computer
- Occasional lifting of files or materials up to 15 pounds
- Ability to move throughout the office to retrieve files, meet with staff, or support attorneys.
- 1-3 years recent experience as a Practice Assistant or other administrative assistant position in a law firm or file management organization preferred
- Exceptional organizational skills and strong attention to detail.
- Proficiency with digital document management, including scanning, uploading, and basic PDF tasks.
- Ability to implement and maintain procedures, naming conventions, and workflow standards.
- Strong time-management skills with the ability to prioritize and manage multiple projects.
- Clear and professional communication skills, with the ability to interact effectively across all levels of the firm.
- Proven ability to maintain confidentiality and exercise sound judgment.
- Flexibility to adapt to shifting priorities.
- Ability to work both independently and collaboratively in a fast-paced environment.
- Proficiency in MS Office (Word, Excel, Outlook) and modern law firm practice management software.
- Excellent command of English, including grammar, usage, form, and style.
Responsibilities
- Create, label, and maintain physical and electronic files
- Update legal indexes
- Scan, upload, and name documents using firm conventions
- Merge, split, and route PDFs; ensure materials are correctly stored.
- Retrieve files and documents upon request
- Sort and distribute mail, packages, and interoffice documents
- Handle outgoing mail, including certified, overnight, and messenger deliveries
- Assist with bulk scanning projects (transfer files, productions, exhibits)
- Support legal staff with assembling binders, dividers, labels, and exhibits
- Provide backup assistance to front desk or office services as needed
- Help with basic data entry and document indexing
- Other administrative tasks as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
