Job Description
Job Description: Perkins Coie is looking for a talented and dynamic individual to join our team as a Legal Practice Assistant (Legal Secretary) with our Commercial Litigation and Environment, Energy & Resources practice groups. The primary responsibility of the Legal Practice Assistant is to provide varied and more complex legal and administrative support, with moderate supervision, to designated lawyers, other Legal Practice Assistants, paralegals, and the firm.
As a member of the Perkins Coie business professional support team, this position is also responsible for promoting and maintaining the goodwill and reputation of the firm. In this capacity, the Legal Practice Assistant is expected to maintain the highest level of professional conduct and confidentiality.
ESSENTIAL FUNCTIONS These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation.
- Proactively maintain an overview of timekeepers' workload and caseload; anticipate next steps and implement follow-up procedures to ensure each task is appropriately tracked and carried through to completion.
- Create, edit, revise, redline, and/or proofread documents from dictation, handwritten, typed, and/or electronic copy.
- Prepare new client/matter intake forms and engagement letters.
- State and Federal Court Filings: File paper and electronic documents with appropriate courts and agencies and ensure proper procedures are followed and deadlines are met.
- Receive, screen, and professionally transmit telephone and conference calls and take accurate telephone messages for timekeepers, clients, and staff as required.
- Process and route incoming mail, faxes, and electronic communications upon receipt.
- Prepare outgoing mail (including boxes/packages for shipment) for prompt delivery, arranging for messenger services as needed to meet deadlines.
- Coordinate with docketing specialist, including review of docketing reports for accuracy of dates, to ensure court or agency documents/actions for legal proceedings meet firm docketing requirements.
- Maintain timekeepers' calendars of meetings and business trips, using current software applications, and apprise them of responsibilities in advance of commitment.
- Coordinate preliminary conflict checks with Professional Standards to ensure the ability of the attorney and the firm to represent the requesting party.
- Prepare new client/matter intake forms and engagement letters.
- Assist with the billing process, including daily time entry - entering, proofreading, spellchecking, and releasing - distribute monthly proformas, potentially review and edit prebills, and prepare final with cover letter (if appropriate) in accordance with firm or department procedures.
- Prepare accounting documents as required, including check requests, expense and travel reimbursement requests, and trust documents.
- Coordinate client/attorney/administrative conferences, meetings, and appointments for timekeepers and clients, including conference room and visitor offices scheduling, meal preparation of materials, and arrangement with a third party if needed (e.g., court reporter/videographer).
- Coordinate travel arrangements, securing air, hotel, and car reservations for timekeepers.
- Set up and maintain administrative and client files; file electronic and/or paper documents and information promptly and accurately. Maintain file organization and updated indices (office dependent).
- Perform copying, scanning, and faxing tasks.
- Prepare notebooks as required.
- Assume responsibility for miscellaneous tasks and special projects as required.
- Conduct internet research as directed by timekeepers.
- Occasionally assist timekeepers with personal work requests, defined in the firm manual as "acceptable tasks."
- Become a Perkins Coie Certified Legal Practice Assistant (level to be determined).
- Be familiar with and adhere to all firm policies.
- Be present at work during regularly scheduled working hours and as needed in the position, arrive at work on time, and use time wisely during the workday.
- Keep supervisor informed of activities and any significant problems and/or all personal schedule changes; provide timely and accurate timecards regarding hours worked and days missed.
- Coordinate absences within workgroups; proactively aid timekeepers in the absence of the regular Legal Practice Assistant, and, when time permits, to other Legal Practice Assistants.
- Adhere to the principles of client and firm confidentiality, as outlined in the confidentiality agreement signed at the time of hire.
- Maintain a clean and uncluttered work area, being sure that confidential materials and valuable items are secure.
SPECIFIC SKILLS PREFERRED - Ability to accurately type 70 words per minute, communicate effectively, both orally and in writing, and establish effective working relationships throughout operational groups.
- Strong command of the English language including excellent spelling, grammar, punctuation, form, and style.
- Good knowledge of personal computer and system utilities or other comparable document production software.
- Familiarity with basic office equipment.
- Excellent organizational skills for prioritizing workload.
- Ability to compose correspondence.
- Knowledge of library operations and records storage procedures for retrieving materials and files for casework.
- Knowledge of records management.
- Working knowledge of state and federal courts and administrative agency rules, procedures, and deadlines.
- Familiarity with legal terminology and procedures pertinent to the area of assignment.
EDUCATION AND EXPERIENCE - Requires a high school diploma or equivalent.
- Previous law firm experience of five or more years or equivalent preferred.
At Perkins Coie, we look for self-motivated individuals dedicated to providing value and superior service and who have a high degree of integrity and enthusiasm for their work. We have created a company culture based on collaboration, devotion to serving our clients, and mutual respect. Perkins Coie is committed to advancing diversity and inclusion both within the firm and throughout our collective communities. Work with one of the 100 Best Companies to Work For and receive great health insurance, tuition reimbursement, and paid sabbaticals.
This position is eligible for an annual discretionary bonus, 401(k) plan, medical, dental, and vision insurance, accrued paid time off plan starting at 20 days annually, personal medical and parental leave, up to 10 paid holidays, and family care benefits. More information regarding benefits and programs may be found here.
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