Robins Kaplan
JOB PURPOSE
The Legal Administrative Assistant position involves the management of administrative and clerical support functions, both sensitive and confidential in nature as well as high-level administrative support to multiple attorneys with busy practices. This position operates with minimal attorney direction and performs all of the duties and responsibilities of a Legal Administrative Assistant. This position requires a high degree of professionalism, confidentiality and discretion, initiative, flexibility, dependability and accountability.
FLEXIBLE WORK SCHEDULE
Robins Kaplan LLP offers employees the benefit of flexible work schedules. This position has the option of working remotely 2 days per week.
ESSENTIAL FUNCTIONS
Coordinates work with other support staff to ensure a high performance, customer service-oriented work environment.
Prepares memoranda, correspondence, pleadings, other documents and reports of a highly sensitive and confidential nature.
Provides administrative support to other attorneys as assigned and, with respect to each, obtain and maintain knowledge of attorneys’ practice area and is familiar with legal terminology and procedures.
Exercises initiative to ensure materials, billing invoices, and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with District standards, policies and procedures.
Strong familiarity with ECF (Electronic court Filing) procedures according to court rules.
Simultaneously handles numerous assignments, timelines and administrative duties on a daily basis.
Submits attorney time records in accordance with Time Entry Policy.
Serves as primary contact and liaison for clients and advisors.
Monitors, screens and manages communications including phone calls, mail, and e-mail messages, using independent judgment to prioritize.
Researches and responds to communications as appropriate.
Participates and assists with business development related projects and requests.
Strong knowledge of iManage – (document repository system) and ensuring all client materials are filed (both electronically, and in hard copy, as required) timely and appropriately within each client file
Maintains appointment schedules and calendars, providing reminders as appropriate.
Coordinates and organizes meetings, including notification to attendees, set-up, pre-and post-meeting correspondence, meeting minutes and records, and other required follow up.
Prepares meeting materials and creates presentations.
Manages attorney travel and logistics.
Monitors client budgets, client invoices, and processes expenses.
Performs special projects and other responsibilities as assigned.
KNOWLEDGE OR SKILLS REQUIRED
Demonstrated ability to regularly provide Best in Class Client Service Strong administrative skills (organization, time-management, proofreading, accuracy, detail-oriented) Superior level of integrity and confidentiality. Proactive and strong attention to detail. Possesses overall commitment to quality work product and teamwork Ability to handle multiple projects simultaneously in a fast-paced environment. Computer literacy, including MS Word and Outlook, Excel, Power Point, InTapp (Time Entry System), Chrome River (Invoice Payment System) or similar systems EDUCATIONAL AND EXPERIENCE REQUIREMENTS High School Diploma required. Bachelor’s degree strongly preferred. Legal Administrative Assistant experience strongly preferred. Paralegal Skills and Experience a plus. PHYSICAL REQUIRMENTS OF POSITION Work is performed in a professional office environment and requires the following during the work day: Superior communication skills, both verbal and written. Must be able to remain in a stationary position for long periods of time (working at a computer) Ability to move/traverse about inside the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.) Operate computer and other office equipment such as a copy machine, scanner, printer, telephone, etc. Repetitive movement (i.e. heavy computer/keyboard use). Individual will interact regularly with others verbally, in-person, and via written communication. May require occasional light lifting (files, copy paper, etc.). IN ADDITION TO THE ESSENTIAL FUNCTIONS OUTLINED ABOVE:
Individual in this position will provide additional assistance and support as directed by his/her supervisor. This job description is subject to change at any time. The hourly pay rate for this position is $32.15 - $61.13 per hour, depending on experience. This is a non-exempt position eligible for overtime. Actual pay will be adjusted based on experience and other job related factors permitted by law. It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), age, parental status, national origin, disability, genetic information (including family medical history), political affiliation, military service, or any other non-merit based factors or status protected by federal, state, or local law. It is also our policy to provide reasonable accommodations to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for sincerely held religious beliefs, observances, and practices. It is our policy to be a workplace free from illegal discrimination and harassment.
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Demonstrated ability to regularly provide Best in Class Client Service Strong administrative skills (organization, time-management, proofreading, accuracy, detail-oriented) Superior level of integrity and confidentiality. Proactive and strong attention to detail. Possesses overall commitment to quality work product and teamwork Ability to handle multiple projects simultaneously in a fast-paced environment. Computer literacy, including MS Word and Outlook, Excel, Power Point, InTapp (Time Entry System), Chrome River (Invoice Payment System) or similar systems EDUCATIONAL AND EXPERIENCE REQUIREMENTS High School Diploma required. Bachelor’s degree strongly preferred. Legal Administrative Assistant experience strongly preferred. Paralegal Skills and Experience a plus. PHYSICAL REQUIRMENTS OF POSITION Work is performed in a professional office environment and requires the following during the work day: Superior communication skills, both verbal and written. Must be able to remain in a stationary position for long periods of time (working at a computer) Ability to move/traverse about inside the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.) Operate computer and other office equipment such as a copy machine, scanner, printer, telephone, etc. Repetitive movement (i.e. heavy computer/keyboard use). Individual will interact regularly with others verbally, in-person, and via written communication. May require occasional light lifting (files, copy paper, etc.). IN ADDITION TO THE ESSENTIAL FUNCTIONS OUTLINED ABOVE:
Individual in this position will provide additional assistance and support as directed by his/her supervisor. This job description is subject to change at any time. The hourly pay rate for this position is $32.15 - $61.13 per hour, depending on experience. This is a non-exempt position eligible for overtime. Actual pay will be adjusted based on experience and other job related factors permitted by law. It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), age, parental status, national origin, disability, genetic information (including family medical history), political affiliation, military service, or any other non-merit based factors or status protected by federal, state, or local law. It is also our policy to provide reasonable accommodations to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for sincerely held religious beliefs, observances, and practices. It is our policy to be a workplace free from illegal discrimination and harassment.
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