AMS Staffing, Inc.
Litigation Administrative Assistant - 3402320
hace 12 días
Irvine
Job Description Job Title:Litigation Administrative Assistant Location:Irvine, CA 92614 Salary/Payrate:$90K -$105K (some flex), bonus and AWESOME benefits!!! Work Environment:Hybrid (2 days WFH after ramp up) Term:Permanent / Fulltime Bachelors degree required: No Referral Fee: AMS will pay $500 should the person you refer gets hired JOB DESCRIPTION #LI-KG1 Our client is seeking a Litigation Secretary/Assistant that coordinates projects/assignments for assigned Partners, Associates and Paralegals. Performing a variety of legal secretarial duties such as preparing legal documents and correspondence, filing documents with all courts (Federal and State; Supreme, District, Appellate and Superior), assisting with trial preparation, coordinating meetings and conferences, assist with travel arrangements and expense reports, maintaining client files, maintaining a calendaring system, and providing secretarial coverage/support for other secretarial desks throughout the Firm. Position requires knowledge of legal, secretarial and general office practices. This is a full time, in office position. Examples of duties and responsibilities: • Respond to and make inquiries on a variety of matters such as the status of pending cases, administrative and court rules, and appeal procedures, • Produce legal and other work related documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; such as pleadings, briefs, opinions, complaints, administrative decisions, orders, and subpoenas from verbal or written instructions, occasional transcription, shorthand notes, rough drafts, and/or other materials which may be difficult to interpret and/or format, • Proofread and correct prepared materials for correct grammar, spelling, punctuation, format, syntax, and content, • Manage calendaring of relevant dates for appearances and deadlines from all sources for assigned Partners, Associates and Paralegals using the Firms calendaring program, • Review legal documents to ensure they are in proper format and contain all necessary portions or related documents & exhibits for court acceptance; file legal documents with proper courts, on time, and serve appropriately, • Prepare and assemble materials, documents, and exhibits for meetings, appearances, hearings, and trials, • Maintain office files, logs, indices, legal references and other information in connection with the work under the assigned Partners, Associates and Paralegals, • Maintain open communication with Senior Legal Secretary on prioritizing, managing and determining desk coverage for day-to-day tasks as well as planned/unplanned absences, • Maintain compliance with company policies and procedures, • Maintain Secretarial Resource Binder with relevant information pertaining to assigned Partners, Associates and Paralegals including case information, • Take initiative to ask local Attorneys or Manager for work or projects when work is slow, • Perform administrative related duties as assigned by Attorneys, Paralegals, Lead and Manager, • Prepare outgoing mail, packages, envelopes, and certified receipts; weighing and metering for accurate postal rates and preparing FedEx and UPS Packages., • Deliver incoming mail and vendor deliveries in a prompt manner to staff., • Receive, direct, and screen telephone calls in a professional manner. Perform as phone support for other offices as needed., • Perform printing, copying, scanning, and fax correspondence, • Stock copy machines on a daily basis and maintain inventory of copier/printer, office, and electronic/equipment (as needed) supplies, • Assist with greeting and directing visitors and scheduling/setting up conference rooms, • Assist with maintaining firm hardcopy and electronic files in accordance with the firms established system, • Maintain and manage Attorney calendars, • Assist Partners and Associates in day-to-day activities and complete special projects as assigned, • Maintain the office appearance, including tidying the office and kitchen, • Manage any food orders for lunches or special events, as well as office snacks and other kitchen/conference room supplies, as needed, • Arrange domestic travel as needed, • Consistently promote and model courteous service in a prompt and efficient manner, • Maintain positive relationships with internal and external clients through professional honest interaction, • Ensure that reception and conference services are provided in a seamless and positive experience for all visitors, clients, attorneys and staff, • Maintain compliance with all company policies and procedures, • Assist with management of office social events, • Circulate memorandums and notices from building management to Oakland office, • Assist with new hire set up, including managing building access cards, ordering office keys and ensuring desk has all necessary equipment, proving office tours, etc., • Manage scheduling of maintenance requests and plant maintenance, • Assist with entry of billable time entry and expense entry, • Must communicate in a professional and effective manner with all levels of staff and vendors, clients, members of the public, etc. Education and/or Work Experience Requirements: • High School Diploma or GED required; college degree or legal secretarial certification(s) a plus, • (5-8) years experience as a Legal Secretary supporting (3-5) assigned Partners, Associates and Paralegals, • Advanced Microsoft Office Skills (Word/Macros and Outlook), • Experience with iManage, Judicial Council Form software, Compulaw, WestLaw-Drafting Assistant and PDF software Experience of Municipal Law is preferred, • Experience using correct English grammar, spelling, punctuation, and legal terminology, • Experience of the organization and composition of correspondence, pleadings, discovery and transactional and related documents, • Experience with receiving calls, making appointments, and communicating all relevant information to assigned Partners, Associates, Paralegals and Secretaries, • Experience with the organization and maintenance of filing systems related to the work, • Experience with administrative hearings and court rules and procedures for all courts, • Experience with legal terminology and syntax, and of the content, organization, and format of legal documents and correspondence, • Skilled typing ability and knowledge of personal computers, hardware, software, and related applications and systems, • Ability to follow complex instructions and interpret guidelines in order to make decisions and take necessary actions, • Ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines, • Ability to use professional diplomacy and discretion in disseminating information to all related parties to a case, • Ability to transcribe documents from written, oral or computer generated formats, • Experience with Litigation, State, Appellate and Federal Courts desired