Litigation Legal Assistant
- Oklahoma City, OK
- Posted 10 months ago – Accepting applications
Oklahoma City Office - Oklahoma City, OK
Litigation Legal Assistant
A Litigation Legal Assistant works under the direction of the attorneys and paralegals to whom they are assigned and provides a wide range of practice-specific administrative and clerical support. Responsibilities include but is not limited to drafting, formatting, and filing legal documents, data entry, docket management, client communication, calendar maintenance, performing basic research, and maintaining client files throughout the life-cycle of the matter. Although this position supports a primary group of assigned attorneys and/or paralegals, they must be able to work collaboratively and cooperatively with others in a team-oriented environment so that adequate back-up and overflow support is provided when the need arises.
This position reports to either the Director of Administration and Human Resources or the Oklahoma City Office Manager, as well as their assigned attorneys and/or paralegals.
Essential Job Functions:
- Prepares and processes correspondence and memoranda as well as complex legal document such as pleadings, summonses, complaints, motions, and subpoenas. Composes and drafts routine cover letters and documents. Proofreads documents and checks for appropriate formatting, spelling and grammar. Completes revisions and prepares redline documents as directed. Submits documents for e-filing as required. Demonstrates capability of researching local court rules to ensure proper methods of e-filing.
- Performs various clerical duties such as receives, screens and responds to callers; reviews, scans and routes incoming mail; prepares outgoing mail; arranges for specialized overnight mail or messenger service; coordinates activities with courthouse runner; maintains and updates contacts and addresses; scans and photocopies materials; creates pleading binders or electronic copy of pleadings in Worldox and the Firm’s Daily Intake, and keeps current with attorney’s deadlines and caseloads.
- Apply practice-related knowledge and skills to complete projects and tasks; effectively identify, promote, and apply technologies or delegate to firm resources to maximize efficiency in carrying out assignments.
- Maintain electronic client and firm administrative files according to the Firm’s digital file management guidelines, as well as paper files, as necessary, and other records.
- Manages attorney calendars, including scheduling appointments and other tasks related to calendar/docket due dates; schedules and coordinates internal/external meetings, conferences, depositions, including all organization and logistics, as well as travel arrangements. Actively communicates changes or reminders to direct reports, as needed.
- Interacts with various courts, clients, vendors, lawyers and staff and maintains good relations with each.
- Processes expense reports and check requests.
- Assists the billing department and billing attorneys with firm related billing tasks.
- Demonstrates effective teamwork attitude and provides assistance to other legal assistants, attorneys and paralegals (as time permits).
- Provides trial support duties such as preparing exhibits, bates labeling, redacting, making trial binders, scheduling expert witnesses, preparing charts, graphs and other courtroom visuals or demonstrative exhibits.
- Flexible to meet the unique needs of each individual attorney to support their practice and/or to support the specific needs of a case.
- Reliable and predictable attendance. Occasional overtime work may be required.
- Request conflict checks, open new client matters and submit electronically.
- Advanced knowledge of MS Word, Excel, Outlook, PowerPoint and Adobe Acrobat (Microsoft Office Certification, a plus).
- Strong document formatting experience in electronic creation of TOC’s and TOA’s.
- Highly motivated to obtain a solid technical aptitude in the Firm’s software (e.g.,Worldox, Daily Intake and Elite).
- Demonstrated and proven ability to work with a multitude of software/web-based applications.
- Able to quickly learn e-filing in out-of-state district courts and federal district court systems.
- Flexible to adapt to changing and/or new technology.
- Knowledge of e-discovery databases such as Relativity.
- Operates standard office equipment such as telephone, conferencing equipment, photocopiers, scanners, postage machines, etc.
- Builds on existing skills through both self-directed developments, as well as Firm sponsored training programs.
Client Service Skills:
- Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.
- Projects a helpful, positive and professional mannerism.
- Supports and cultivates a high level of client service standards.
- Uses appropriate judgement and discretion when dealing with sensitive, confidential information.
- Capable, while working under pressure, to meet tight or multi-project deadlines and/or to shift last minute projects effectively into your workload.
- Able to work independently, efficiently and effectively within a team environment.
- Shows a willingness to share knowledge with other Firm employees; assists with mentoring and training of co-workers and new hires as requested.
- Ability to handle stressful situations in a professional and courteous manner.
- Proactive, innovative and results-oriented
- Accurate keyboarding, at a speed of at least 65 words per minute
- Continually seeks to add value to the support they provide
- Knowledge of local, out-of-state and federal court litigation documentation, deadlines and filing procedures (both e-filing or paper requirements)
- Strong time management skills and ability to multi-task
- Skilled at organizing complex projects and delegating tasks
- Knowledge of office procedures and legal terminology
- Exhibit great attention to detail; strong proofreading skills
Education and Experience:
- College degree or three years of relevant work experience required. (Note: This experience requirement will be waived if the position is for a trainee.)
- Notary preferred
- While performing the duties of this job, the employee will be required to read from hard-copy paper and computer screen, sit, talk, hear, use wrist, hands and fingers repetitively to type, write, operate computer and other office equipment/machinery, handle and grasp paper and other office objects. Additionally, the person in this position will remain in a stationary sitting position 90% of the time working on a computer; occasionally moving about our office to visit and meet with others and/or attend meetings, access file cabinets, use office machinery, etc., which will require bending and lifting of items less than 25 lbs. The typical office environment is of moderate noise level, an indoor temperate environment, and light levels that are bright and conducive to minimal eye strain. Little to no travel is expected for this position.
Job Type: Full-time