Position Summary:
On a day-to-day basis, works under the direction of attorneys and paralegals to whom the Practice Assistant is assigned. Under general supervision, supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment. This position may support multiple attorneys as primary assignments and also provides back-up secretarial assistance to other attorneys as assigned. May also provide back-up to receptionist as necessary, depending on size of office.
Essential Functions:
- Preparing Documents: Using word processing and document management software, the Practice Assistant 1 prepares and processes correspondence and memoranda as well as legal documents according to the requirements set by each practice group. Composes and drafts routine cover letters and documents. Proofreads documents and checks for appropriate formatting, spelling and grammar. Prepares revisions and redlines documents as directed. Prepares documents for e-filing as required.
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Processes Mail: Reviews and routes incoming mail and fax communications. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensures that all attachments, exhibits and enclosures are included.
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Maintains Calendar: Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
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Maintains Files: Maintains paper and electronic files in compliance with internal policies. Performs routine filing and retrieves files as needed. Maintains chronological files and administrative files for assigned attorneys.
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Timekeeping: Prepares time entries for assigned attorneys and submits in a timely manner. Prepares expense reimbursement and disbursement requests. Prepares billing letters and coordinates client billing matters with the Billing Department in Greenville.
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General Administrative Support: Prepares and processes new matter documents. Receives and screens phone calls and takes message as required. Receives and directs clients and visitors. Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports. Schedules meetings and arranges for conference rooms and meals. Communicates effectively and professionally with clients and with others in the Firm. Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines.
Requirements:
- Four or more years of experience as a practice assistant or legal secretary
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Knowledge of legal terminology, legal documents and legal processes
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Accurate typing of at least 70 words per minute
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Strong computer proficiency in the use of MS Office, document management, time entry, e-filing and database software
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Excellent communication skills, written and verbal
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Understanding of correct grammar, spelling and punctuation
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Strong proofreading skills
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Superior organizational skills including filing, calendaring, and proofreading
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Time management skills and ability to work independently as well as with a team
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Regular predictable attendance
Physical Demands: The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a telephone, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee frequently required to walk and sit, as well as to lift and carry objects such as books and files weighing up to 15 pounds. The employee is occasionally required to stand, stoop or kneel. May occasionally be required to climb stairs. Specific vision abilities required by this position include close vision and the ability to adjust focus.
Benefits:
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:
If you have questions, please e-mail
[email protected] with "Immigration Practice Assistant II" in the subject line. Please note, applications submitted via e-mail will not be considered.
Firm Overview:
Ogletree Deakins has one of the largest Business Immigration practices in the United States and provides a wide range of legal services to employers seeking temporary business visas and permanent residence for foreign national employees. We provide comprehensive immigration services to clients of all sizes, including numerous Fortune 500 companies. Our practice is designed to provide superior client service at competitive fixed fee rates. Our attorneys are proactive in handling client matters, from case initiation to case strategy/planning to the successful completion of the case, always remaining accessible to all of our clients.
We are fully committed to the importance of diversity within the legal profession and all workplace environments, and strongly encourage diverse candidates to consider the firm.
Equal Opportunity Employer.
