Legal Assistants are a vital part of our legal support team! This position supports the day-to-day operations of the firm by handling mail for their teams, assisting with document management, file organization, calendaring, going on daily court runs, filing documents, some drafting, and administrative duties. Legal Assistants must be comfortable working independently, managing competing priorities, be customer service-minded, proactive, and have a sense of urgency. The Legal Assistant provides support to our attorneys to ensure the efficient and smooth day-to-day operations of the office and client case management.
Responsibilities:
- Receives, sorts, scans, and distributes mail and packages. Delivers mail to the Post Office when needed.
- Daily court runs to file/pick up documents from the courthouse; hand delivers documents and packages, as needed.
- Creates new client (physical) files; creates subfiles (physical and electronic).
- Prepares, organizes, and closes case files for offsite storage.
- Creates and updates Pleadings notebooks and trial binders.
- Prepares, files, and sends/serves enclosure memos, motions to continue, pleadings, as well as certificates of service.
- Schedules meetings with attorneys and clients; calendars deadlines.
- Track and enter billable time.
- Assist with the client file-closing process.
- Prepare, organize, and close case files for offsite storage.
- Notarize documents as needed.
- Serves as a backup coverage for the Receptionist during lunch or when coverage is needed.
Knowledge, Skills, & Abilities:
- Customer Service: Works with customers (this includes internal and external audiences) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; is committed to providing quality service. Anticipates and meets the needs of both internal and external customers. Is committed to continuous improvement.
- Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, ethnicity, gender, gender identity, sexual orientation, persons who are differently-abled, and other individual differences.
- Teamwork: Encourages and facilitates cooperation, pride, and trust; fosters commitment and team spirit; works with others to achieve goals.
- Planning and Organizing: Establishes action plans for self to accomplish specific goals. Identifies need, arranges for, and obtains resources needed to accomplish own goals and objectives. Develops and uses tracking systems for monitoring own work progress. Effectively uses resources such as time and information. Is thorough when performing work and conscientious about attending to detail.
- Communication: Clearly and concisely presents and expresses ideas and information appropriate to the audience, orally and in writing. Listens actively to what others are saying to achieve understanding. Shares information with others and facilitates the open exchange of ideas and information; is open, honest, and straightforward with others.
- Problem Solving: Identifies existing and potential problems or issues. Obtains relevant information about the problem or issue, including recognizing whether more information is needed. Objectively evaluates relevant information about the problem or issue. Identifies the specific cause of the problem or issue. Develops recommendations and evaluates alternative course of action, selects courses of action, and follows up.
- Ability to function well in a high-paced and, at times, stressful environment.
- Computer skills: Must be adept in Microsoft Office365 applications, particularly Excel, Word, and Outlook.
- Fluency in Spanish a plus.
Education and Experience:
- High school diploma or equivalent
- 1-2 years of related experience preferred but not required
Required Skills/Abilities:
- Excellent verbal and written communication skills.
- Excellent interpersonal and client service skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Strong analytical and problem-solving skills.
- Ability to prioritize tasks and to delegate them when appropriate.
- Ability to function well in a high-paced and at times stressful environment.
Physical Requirements:
- Frequently remains in a stationary position, often standing or sitting for prolonged periods.
- Frequently makes substantial repetitive movements (motions) of the wrists, hands, and/or fingers.
- Frequently moves and raises materials (e.g., office supplies) weighing up to 20 pounds.
- Frequently communicates with the public (e.g., potential clients, job candidates, vendors) via phone, email, and in-person, as well as colleagues, on assigned tasks and projects. Must be able to exchange accurate information in these situations.
- Frequently assesses the accuracy, neatness, and thoroughness of the work assigned.
Sodoma Law provides equal employment opportunities to all employees and applicants for employment without regard to race, ethnicity, color, religion, sex, gender identity, national origin, age, disability, or genetics. In addition to federal law requirements, Sodoma Law complies with applicable state and local laws governing nondiscrimination in employment in every location in which the firm has offices. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, transfer, compensation, and training.