• Duration:  Perm
• Pay rate: $75-85k
• Job Location: Hialeah, FL
• Job# 16755

Position Summary:

Responsibilities:

• Type, edit, format and proofread a variety of moderate to complex documents
• Independently perform full range of administrative support
• File management and organization (both digital and paper). Establish and maintain client, departmental and administrative files and workspaces using established firm and department protocols for FileSite and document naming conventions
• Delegate work to firm resources to effectively complete work assignments
• Assemble documents in preparation for electronic filing with courts and agencies on behalf of a timekeeper
• Understand month-end closing schedule and remind timekeepers that time must be released in InTapp to meet closing deadlines
• Edit billing narratives according to firm time entry standards in CMS or Prebill Viewer, including performing tasks within the Prebill Viewer
• Manage administrative aspects of client/matter intake and management of the matter once opened, enter/obtain required information, identify New Business Intake “NBI” stage, finalize the draft engagement letter; communicate client billing standards and rates to appropriate individuals, ensure final engagement letter is provided to Matter Maintenance and stored in Virtual Files
• Leverage firm tools, such as the portal and firm workspaces, to locate information, e.g. timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
• Leverage QuickLook to obtain financial and other information
• Basic Lexis and internet research, as needed
• Work with other timekeepers and legal assistants when required to complete assignments and meet deadlines
• Remind timekeepers of deadlines and anticipate their needs to enable them to focus on client/firm related matters
• Anticipate timekeeper’s needs and follow up to ensure they are satisfied

Qualifications/Requirements:

• Minimum two to four years of legal secretarial experience
• Experience in handling a wide range of administrative tasks
• Experience making travel arrangements
• Ability to support multiple timekeepers in a fast paced, changing environment
• Ability to effectively manage conflicting priorities
• Excellent verbal, written, organization, analytical and interpersonal skills
• Outstanding client service and decision-making skills
• Ability to produce accurate draft documents from a variety of rough sources that are handwritten or ‘pieced’ together or from oral instructions
• Familiarity with procedures of courts and regulatory agencies
• Ability to work independently, with minimum supervision while also contributing to a team
• Demonstrates a high degree of professionalism, confidentiality, discretion and decorum
• Responsiveness to timekeeper/client needs and follow-up where appropriate
• Good understanding of basic business relationships and client confidentiality principles
• Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), Interaction, FileSite, InTapp, CMS, PDF scanning, HotDocs, AccuRoute, Kofax PDF, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applications