The Practice Group Assistant position fulfills many of our administrative and legal support needs. Regular hours for this position are 8:30 am to 5:00 pm Monday through Friday with a one-hour lunch break. After successful completion of a 90-day on-site orientation period, this position is eligible for a 3 day in-office/2 day work-from-home hybrid schedule.
Our comprehensive benefits package includes paid holidays, health/vision/dental insurance, Employee Assistant Program (EAP), ORCA card for transportation, and generous retirement account contributions.
Position Purpose
The primary purpose of this position is to provide administrative and clerical support to Legal Assistants by way of creating case files in our case management software and saving files to appropriate locations in our document management system and other projects (as assigned). This position reports to the Director of Business Operations, is part of the Back-Office team, and will receive the majority of their work from Legal Assistants directly.
Essential Functions and Basic Duties
1. Create new case files in legal case management software (LawBase) for new residential eviction matters and add bring-ups (reminders) for hearing dates and other critical deadlines as requested
2. Save email attachments (incorporating provided exhibits when necessary) to appropriate workspace in document management system (NetDocuments), following proper naming and profiling conventions
3. Prepare and add pleading coversheets to documents received via facsimile and hand-delivery, so they can be filed with the court
4. Assist with organizing a high volume of paper documents and tracking when they can be properly disposed of
5. Upon request, compress files exceeding 5 MB by using software or printing and scanning to legal assistants so they can be uploaded and filed with the court
6. Service requests (including questions or tasks from Legal Assistants and Attorneys that need to be addressed while physically in the office); Examples: printing projects, file indexing, large scanning projects, large mailing projects (including default notice mailings), preparing digital and printed binders (including hearing binders); courthouse runs
7. Back up for other back-office positions as needed
8. Assist with training of new back-office staff in standard operating procedures
Qualifications
Must be extremely detailed oriented and produce accurate work
Must be organized and have great follow through skills
Excellent verbal and communication skills (particularly written)
Must be comfortable approaching individuals at all levels within the firm by telephone, email correspondence, and in person with confidence and clarity
The ability to solve problems in a methodical, practical way
Ability to thrive in a team environment and look for opportunities to help teammates
Must be able to keep a positive attitude in a fast-paced work environment
Must be solution driven and customer-service oriented
Strong people skills are imperative
Autonomous, self-starter with ability to work independently as well as in a team
Proficiency with standard office computing applications (MS Office) including Outlook, Word, and Excel
Must be able to regularly lift 40 lbs. and be able to be on your feet throughout the day
Some office administrative experience preferred
College degree preferred
Physical Activities and Requirements of this Position
Physical Strength
Ability to independently lift and carry office supplies that may include boxes of paper (up to 40 pounds) in a variety of environments. Ability to stand and work for longer periods of time, i.e., completing large copy jobs, scan jobs, etc. Ability to sit and work for longer periods of time, i.e., document production tasks, etc.
Manual Dexterity
Ability to use fingers, wrists, and hands to perform repetitive motions over extended periods of time.
Visual Ability
Average, ordinary visual acuity necessary to prepare or inspect documents and operate equipment.
Mental Activities and Requirements of this Position
Reasoning Skills
Ability to apply common sense understanding and carry out detailed instructions;
Ability to organize and prioritize projects and tasks; andAbility to successfully manage and ultimately solve a variety of problems.
Communication Skills
Capacity to consistently demonstrate the ability to maintain good professional relationships with co-workers and clients while executing job duties and problem solving with others;
Ability to verbally express ideas and information using a good vocabulary and with diplomacy and tact; and
Ability to communicate in writing using grammatically correct syntax as well as correct spelling and punctuation.
Working Conditions
No hazardous conditions (such as in a typical office).
Related Information
In no instance should the duties, responsibilities and requirements delineated in this document be interpreted as all-inclusive.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodation will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer.
Performance Evaluation Schedule for This Position
Formal performance evaluations are normally conducted after the first 90 days of employment and annually on the anniversary of date of hire or promotion.
Employees’ performance is evaluated in the following categories: job knowledge; reliability and dependability; written work product; accuracy and quality of work; adaptability and flexibility; productivity and organizational skills; professionalism and working relationships; judgement and initiative; commitment and client support.; and overall rating.
Other communications regarding job performance and expectations may take place from time to time and can be initiated by either Montgomery Purdue management or employees.
