Practice Assistant

Position Summary Our San Diego office is looking for a Practice Assistant to join our growing firm. The Practice Assistant works under the direction of attorneys and paralegals to whom they are assigned. Under general supervision, they support the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and collaborating with others in a team-oriented environment. This position supports multiple attorneys as primary assignments and provides back-up secretarial assistance to other attorneys as assigned. May also provide back-up to receptionist as necessary, depending on the size of the office. Essential Functions Preparing Documents: Using word processing and document management software, prepare and process correspondence and memoranda as well as complex legal documents according to the requirements of each practice group. Independently compose and draft routine cover letters and documents. Proofread documents for formatting, spelling, and grammar. Prepare revisions and redlines as directed. Prepare documents for e-filing as required. Processes Mail: Review and route incoming mail and fax communications. Prepare and process outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensure all attachments, exhibits and enclosures are included. Maintains Calendar: Maintain and update calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities. Maintains Files: Maintain paper and electronic files in compliance with internal policies. Perform routine filing and retrieve files as needed. Maintain chronological and administrative files for assigned attorneys. Timekeeping: Prepare time entries for assigned attorneys and submit them in a timely manner. Prepare expense reimbursement and disbursement requests. Prepare billing letters and coordinate client billing matters with the Billing Department in Greenville. General Administrative Support: Prepare and process new matter documents. Receive and screen phone calls and take messages as required. Receive and direct clients and visitors. Coordinate travel arrangements, prepare itineraries, and prepare travel expense reports. Schedule meetings and arrange conference rooms and meals. Communicate effectively and professionally with clients and others in the Firm. Be proactive in anticipating the business needs of the assigned attorneys; plan ahead and meet deadlines. The Practice Assistant may be responsible for additional administrative assistance and may, on occasion: Assist with mentoring new office staff Assist with piloting new software Requirements 4+ years of experience as a practice assistant or legal secretary Knowledge of legal terminology, legal documents and legal processes Accurate typing of at least 70 words per minute Strong computer proficiency in the use of MS Office, document management, time entry, e-filing and database software Excellent communication skills, written and verbal Understanding of correct grammar, spelling and punctuation Strong proofreading skills Superior organizational skills including filing, calendaring, and proofreading Time management skills and ability to work independently as well as with a team Regular predictable attendance Please note, we are not working with outside recruiters for this position. Benefits In accordance with California’s amended labor code as stated in Senate Bill 1162, the expected salary range for this California position is between $72,000 - 108,000. Actual pay will be adjusted based on experience, geographic location, and other job-related factors as permitted by law. This position qualifies for the benefits below. Ogletree Deakins offers a robust suite of benefits for our staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account / Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program. Contact Information Please note, applications submitted via e-mail will not be considered. Firm Overview Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Equal Opportunity Employer. Equal Opportunity Employer.

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