Temporary Practice Assistant

Employer
Legal E
Location
Washington D.C.
Posted
Jan 23, 2019
Closes
Jan 24, 2019
Industry
Law
Hours
Contract

TEMPORARY PRACTICE ASSISTANT

POSITION SUMMARY:

The Practice Assistant (PA) performs a wide range of secretarial, administrative, and legal office procedures, either in an assignment or as an unassigned team member.  The PA position requires the ability to perform duties of a responsible and confidential nature with the ability to multi-task for several people.  A professional and courteous demeanor is expected and must be maintained at all times, in all situations.  The PA will be a part of and work as a team member on the practice floor.  As a team member, the PA will work together with teammates to provide excellent quality service to all internal and external clients, including his/her assigned group of attorneys, and all attorneys on the practice floor.  This teaming environment may, from time to time, require the PA to provide coverage at another desk within the practice or another practice area.  The PA position requires the ability to organize and expedite workflow of lawyer/legal staff members.  The PA will perform any other duties as required by the Firm.  The PA takes direction from and reports to the Managers.

RESPONSIBILITIES:

(Communication Skills)

  • Providing excellent internal and external customer service to attorneys, clients, and visitors
  • Serving as a liaison between administrative departments and lawyers/legal staff in the Firm
  • Answering, screening, and placing calls in a professional manner
  • Taking accurate messages and promptly informing attorneys of the messages taken
  • Communicating clearly and accurately any issues with workload to the assigned attorneys in a timely manner
  • Interpreting instructions to produce quality documents, keeping legal staff apprised of the status of their work and any problems encountered with systems or programs
  • Prioritizing, managing multiple assignments, and communicating the status of assignments in a timely manner
  • Meeting and greeting clients in a professional manner
  • Showing discretion and keeping information confidential when necessary
  • Working in a teamed environment and providing secretarial support to multiple lawyers/legal staff on the team, including assisting with handling overflow work and practice-specific responsibilities
  • Remaining flexible and moving to another work station to provide secretarial support when necessary

(Technical Skills)

  • Demonstrating proficiency in the use of the Firm’s software programs, including but not limited to: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); iManage; DeltaView; Softwise; LegalKEY; DTE Axiom; DTB; DTEB; NBI; Amex Online; PS Ship; Rendezvous; InterAction; Cisco Telephone System; Intranet Navigation; practice-related software; and the use of office equipment such as PDF scanners, copiers, and fax machines
  • Identifying, solving, and reporting technical problems for rapid resolution
  • Drafting grammatically correct routine letters, memos, reports, emails, faxes, etc. in proper Firm style and format
  • Proofreading and editing correspondence to correct grammar, spelling, and punctuation
  • Printing and filing correspondence
  • Producing and transcribing accurate dictation
  • Creating, organizing, and maintaining hard copy and electronic files
  • Drafting and submitting diaries
  • Maintaining client and matter lists
  • Creating and maintaining Outlook contacts and email distribution lists
  • Assisting with petty cash transactions

(Administrative Skills)

  • Planning and organizing workflow to comply with established time constraints in order to meet deadlines
  • Carrying out projects assigned effectively and in a timely manner
  • Working in an organized and efficient manner
  • Using good judgment at all times; asking follow-up questions if instructions are unclear
  • Showing excellent attention to detail and familiarity with available resources
  • Maintaining thorough knowledge of department and Firm procedures, upholding all rules and procedures
  • Keeping Desk Reference information up to date and easily accessible for use by Practice Assistants
  • Making travel arrangements (including transportation, lodging, and meals), and preparing business itineraries
  • Contacting Concierge Service for conference room/additional needs for meetings; setting up conference calls, when needed
  • Arranging overtime coverage with the Word Processing Center for lawyers/legal staff
  • Preparing American Express bills for reimbursement
  • Preparing client bills for partners
  • Preparing forms for practice-specific needs
  • Updating legal handbooks and CCHs, etc.
  • Participating in yearly goal-setting with managers; meeting or exceeding yearly goals, seeking managerial guidance and support, if necessary, in order to do so
  • Assisting with obtaining and returning items to library

(General Skills)

  • Must be a team player and have the ability to work in a team
  • Ability to foster good relationships with team members
  • Flexibility to adapt to changes in workflow requests

QUALIFICATIONS:

  • High school diploma required; college degree and Notary Public license a plus
  • At least three (3) years of legal secretarial experience and working knowledge of office procedures and technology; large international law firm experience beneficial, but not required
  • Practice Assistants with foreign language capabilities may be asked to translate documents and conversations

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