Administrative Assistant

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Administrative Assistant
The candidate will support legal team by providing administrative support to all team members while assisting with client service, case work, maintaining calendars, case management, and other office systems so that other team members can focus their time on higher-level legal matters. Requires a high school diploma plus 10+ years of experience, or advanced training at a college or university plus 1 year of experience working in an office setting performing administrative duties. Should have Technical skills including experience with Office 365 – Outlook, Word, Excel, PowerPoint. Draft documents and correspondence, at the direction of an Attorney. Complete templated forms or basic documentation for Attorneys to review and approve. Proofread all work prepared prior to submitting to Paralegals or Attorneys. Communicate with clients via email, phone, or in person. Call Clients to follow up regarding missing documents or information, or to relay information on behalf of the Paralegals and/or Attorneys. Calendar deadlines, meetings, calls, and reminders. Interact with the courts and administrative agencies, at the Paralegals’ direction, regarding hearings, motions and other appearances, and administrative and scheduling issues. Maintain staff’s calendars and the Firm Master Calendar, ensuring calendars are accurate and organized in a logical and efficient manner. Retrieve voicemail and ensure that messages are taken and included in the firm’s client electronic files, responded to if appropriate, return calls scheduled if needed. Manage the mail for the office. Prepare and send legal correspondence as directed by Attorneys or Paralegals, with appropriate supervision. Organize the attorneys’ files, keeping paperwork and electronic filing updated. Ensure Attorneys and Paralegals have all the relevant materials needed for meetings or court hearings, including following up with parents, schools, providers, etc. for document gathering. Review staff members’ time entries daily and assist with recording proper time records, as per office protocols. Complete miscellaneous tasks assigned by other staff members. Serve as backup to other administrative positions when they are out of the office or in need of extra support. Produce weekly reports and participate in monthly check-ins, as determined by Attorneys. Assist with setting up and managing new client and firm files, at the direction of the Office Administrator. Update records in our firm’s Case Management System (CMS). Prepare retainer agreements and follow up to ensure that retainer agreements have been signed and initial payments have been made. Assist with preparing and sending legal fees invoices and case summary reports when requested by client or school district; answer questions about billing. Copy, scan, and file records. Assist with documenting policies and procedures for your areas of responsibility. File documents electronically and maintain an organized filing system. Pick up and distribute mail.

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