Document Specialist / Legal Administrative Assistant

November 25, 2019

Offices

The LAA/Document Specialist is a hybrid role. The Specialist is responsible for producing consistently high quality documents, and providing world class administrative support services to internal and external clients.

This is a Monday through Friday, 10:00 a.m. to 6:00 p.m. ET shift with the possibility of night and weekend OT. The Specialist may provide back-up administrative support to assigned LAAs as needed.


Responsibilities

  • Maintain advanced proficiency of software used by the Firm (i.e., Word, Excel, PowerPoint, Winscribe, Nuance & Adobe Professional, Change-Pro, SnagIt) to produce high-volume, time sensitive legal documents.
  • Type, edit, format and clean legal documents and correspondence such as contracts, agreements, summons, complaints, motions, subpoenas, closing documents, etc.
  • Combine Word, Excel, and PowerPoint content.
  • Prepare, print and organize large Excel documents as well as producing PowerPoint presentations in accordance with firm standards that may include photos, graphic art, tables and animation.
  • Create client- ready PDF files using Nuance or Adobe Acrobat.
  • Answer and respond to telephone requests/inquiries in a professional manner.
  • Maintain proficient knowledge of hardware used within the department (i.e., transcription equipment, scanners, and printers).
  • Maintain an expertise in databases used by the Firm (i.e., FileSite/iManage, InterAction, etc.)
  • Process expense reports in Chrome River.
  • Make diary entries for timekeepers as requested.
  • Proof your own work to ensure accuracy and completeness and proof work of others as requested.
  • Maintain contacts in Outlook and InterAction as requested.
  • Maintain organized and up-to-date filing systems as directed.
  • Complete high volume printing, photocopy and scan requests.
  • Handle complex billing, billing correspondence and client monthly billing.
  • Provide assistance to legal administrative assistants and lawyers in surrounding areas as needed and as time permits.
  • Perform other related office duties as required.

Requirements

  • Bachelor’s degree or equivalent.
  • Expert level in Microsoft Office Suite of products including Word Excel and PowerPoint
  • Proficiency with Visio, Nuance/Acrobat, Interaction, Chrome River, Aderant Time Entry, Innova, Change-Pro, etc)
  • Proficiency with FileSite or iManage or a comparable document management system.
  • Competency using Styles, Headers and Footers, Section/Page Breaks, Page Numbering, Table of Contents/Authorities, etc.
  • Proficiency with legal terminology and standard legal procedures.
  • High attention to detail and accuracy
  • Learns new material quickly; adapts well to change
  • Possesses situational problem-solving skills
  • Works well independently and in a team environment
  • Ability to work under pressure and meet tight deadlines
  • Good verbal and written communication skills, both virtually and in person
  • Excellent administrative skills including to include strong organizational and prioritization.
  • Displays a sense of urgency with the workload.
  • Excellent client service skills.
  • Strong database and Internet research skills.