Contact

Barbara Horowitz
Human Resources Manager
bhorowitz@daypitney.com

Staff Positions



Day Pitney relies on a strong professional and support staff to provide the foundation that enables our attorneys to succeed. We employ professionals in the following areas:

  • Marketing
  • Operations
  • Technology/Information Services
  • Human Resources & Recruiting
  • Finance/Accounting
We also employ legal professionals in the following areas and positions:

  • Litigation Technology
  • Paralegal
  • Legal Administrative Assistant

In the spirit of the firm's Client Service Initiative, we strive to attract individuals with a high customer aptitude, strong desire to succeed, and the ability to be proactive and add value to their day to day work relationships.

Open Position(s)

Trusts and Estates Legal Secretary (New York, NY Office)


Position Summary:

The legal administrative assistant is responsible for managing, producing and processing administrative and client-specific information in a manner that ensures that Day Pitney successfully meets its business and client service objectives. Providing support to attorneys and paralegals and working as part of a virtual support team, the legal administrative assistant is responsible for complex work that requires knowledge of trusts and estates, knowledge of procedures and filing requirements of courts and government agencies, and knowledge of and adherence with compliance policies (e.g. conflicts of interest, privacy, deadline docketing, misuse of inside information). A successful legal administrative assistant will perform administrative and client-specific work in a manner that supports Day Pitney’s objective of distinguishing itself through exceptional service. The legal administrative assistant serves as a “client relationship manager” and is responsible integrating new clients into the firm’s business structure, maintaining and managing critical client information, and coordinating and producing a high volume of client and administrative work. The position requires exceptional administrative skills; effective judgment managing information; excellent organizational, client service and communication skills; the ability to multitask while adapting to changes in priorities; excellent technological skills; and the ability to adapt to changes in technology and process.

Responsibilities:

New Client Intake and Management: Administrative responsibility for opening new client matters in compliance with Firm and Departmental policies and protocols (obtain required information including potential conflicts; complete new business intake [NBI] and engagement letter requirements; ensure correct format and folder structure for virtual file [workspace] for the matter; confirm client billing arrangements; enter client information into Firm marketing/contact database and mailing lists as appropriate; enter trust client information into ICD Trust Account Profile database); update client-related information in various data resources as and when warranted.

Production: Prepare, compose and assemble documentation into proper legal format based on court and government agency requirements and in accordance with departmental procedures and/or general instruction, ensuring the proper inclusion of correct attachments, exhibits and enclosures. Type, edit, format and proofread a variety of moderate to complex documents. Create, edit, format and proofread basic PowerPoint presentations and Excel worksheets. Assemble and electronically file documents with courts and agencies on behalf of an attorney or paralegal. Perform reference searches and research (e.g. internet searches, Lexis searches) as may be required to support client or administrative work. Save work product accurately in virtual files using correct folder structure and document naming conventions.

Planning: Administrative responsibility for scheduling and coordinating conference calls, meetings, and appointments, including management of individual (Outlook) and conference room (Rendezvous) calendars; travel arrangements.

Records Management: Administrative responsibility for the management and organization of client and administrative records, both virtual (in workspaces) and hard-copy (only when the nature of an original document requires hard-copy storage). Establish and maintain client, departmental and administrative files and workspaces using established firm and department protocols for Virtual Files and correct document naming conventions.

Finance: Comply with financial month-end closing schedule requirements, including ensuring that all recorded time (in DTE) is released prior to deadline; submit requests for invoice payments, checks, and expense reimbursements (using Chrome River) in compliance with firm’s Accounts Payable policies and protocols; assist with client billing (CMS and Prebill Viewer), including editing billing narratives according to Firm time-entry standards and completing other billing-related tasks as may be required; ensure cost-accountability in use of firm resources.

Reference and Resource Responsibility: Become familiar with so as to be able to obtain reference information from various firm and departmental resources (e.g., firm website and Portal; ICD Resources workspace, CMS/Quicklook, InterAction, TAP database, WFM, etc.); become familiar with so as to be able to collaborate with internal firm and departmental support resources (e.g. Office Services, Records, IS, Marketing, IRC, Finance, HR, EPDM, Trust Operations, etc.). Comply with Day Pitney policy requiring shared awareness of critical deadlines by using DP Docket system or other approved deadline management resource.

Communication, Collaboration and Teamwork: Answer, screen and forward telephone calls; assist and provide information as appropriate. Anticipate the needs of timekeepers, colleagues and clients. Work with other timekeepers and colleagues when needed to complete assignments and meet deadlines. Assist with special projects and other duties as required.

Notary/Witness Service: Serve as a witness and/or Notary Public at a client’s signing of original documents; arrange for additional witnesses to be available when necessary; ensure original documents signed by the client are forwarded to EPDM in accordance with original document tracking protocols.

Education and Experience:

  • Minimum five years of legal secretarial experience
  • Experience in handling a wide range of administrative and executive support related tasks
  • Ability to support multiple timekeepers in a fast paced, changing environment
  • Excellent calendar management skills
  • Experience making travel arrangements
  • Excellent verbal, written, organization, analytical and interpersonal skills
  • Outstanding client service and decision-making skills
  • Excellent spelling and grammar and strong, accurate keyboarding skills (minimum 55 wpm)
  • 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
  • Thorough knowledge of legal terminology, documents and procedures
  • Advanced word processing skills (use of styles, tracking, sophisticated mail merges, outline numbering, pagination, headers and footers, creating tables and document comparisons)
  • Experience with working in Excel to create spreadsheets, including simple formulas and formatting
  • Experience with creating and editing PowerPoint presentations, including incorporating transitions and builds
  • Ability to produce accurate draft documents from a variety of rough sources that are handwritten or ‘pieced’ together or from oral instructions
  • Ability to learn and use advanced software programs and new technology and desire to seek and attend training to improve skills
  • Flexibility to work overtime, as deadlines require
  • Ability to maintain concentration in a shared working environment
  • Good understanding of basic business relationships and client confidentiality principles
  • Notary Public in state of residence


Estate Planning Project Assistant (West Hartford, CT Office)


Position Summary

The Estate Planning Project Assistant is a member of the Estate Planning Document Management (EPDM) team. He/she provides administrative and substantive estate planning support to the Individual Clients Department (ICD), manages estate planning documents (e.g., wills, trust agreements, powers of attorney) during both the pre-execution and post-execution stages.

Primary Responsibilities

Post-Execution (Conforming)

Receive, review and process executed original estate planning documents; secure original documents for storage; prepare copies of executed documents suitable for client presentation (hard copies and electronic copies) and related documentation (beneficiary change forms, insurance endorsements, etc.); prepare communications to client; understand the Firm’s billing systems and coordinate with Finance Department; verify and update Firm virtual and physical files and internal databases pursuant to Firm and ICD protocols; assist with other administrative tasks related to estate planning, including prompt handling of various requests; report regularly as to status of work-in-process and maintain status logs; maintain and update document storage vaults and related records; serve as witness and/or Notary Public at document execution conferences (must maintain Notary Public commission in State of Connecticut).

Additional Responsibilities

Cross-training and support will be provided for the following additional responsibilities of the EPDM team as appropriate:

Pre-Execution (Document Drafting/Revising)

Review, revise and finalize estate planning documents, charts, letters and bills; draft basic estate planning documents, and, with ongoing training and support, develop an understanding of estate planning concepts required to draft more complex documents; work with attorneys and legal administrative assistants to ascertain status of unexecuted estate plans, identify and resolve outstanding items and to “shepherd” the plan toward completion; process requests for new estate planning assignments, maintain and update tracking log and generate due date reminders.

Trust Administration

Receive, review and process executed trust agreements for administration; set up administration files and ascertain specific requirements needed for administration; enter information in docket system; set up ICD client website with appropriate task information; for insurance/gifting trusts – attention to transactions associated with transferring insurance to trust or otherwise funding trust; paying premiums and compliance with requirements for notification of withdrawal (“Crummey”) rights; for QPRTs – attention to deed appraisal and transfer and follow-up requirements at trust termination; for GRATs – attention to gift tax requirements and roll-over of funds.

Education and Experience:

  • Minimum three years legal experience in trusts and estates or related field
  • Familiarity with estate planning terminology, documents and procedures
  • Excellent communication skills, both verbal and written
  • Strong organizational, analytical and interpersonal skills
  • Strong typing skills with high accuracy (minimum 55 wpm)
  • Advanced word processing skills using Microsoft Word (use of styles, auto-numbering, document comparison, pagination, tables, charts, headers and footers, etc.)
  • Experience working with Microsoft Office resources (Outlook, Word, Excel, PowerPoint), PDF software and related scanning and production utilities, and document management and client relationship software
  • Ability to prioritize and complete multiple tasks with competing deadlines in a fast-paced environment
  • Ability to learn quickly and work independently with minimum supervision
  • Strong sense of team work and the willingness to provide back-up support to other team members on a frequent basis
  • Ability to maintain focus in a busy and shared work environment
  • Ability to use good judgment and decision-making skills
  • Demonstrates a high degree of professionalism, discretion and decorum
  • Seeks training and advanced education to improve knowledge and skills
  • Punctual and dependable
  • Commissioned as a Notary Public in Connecticut


Trial Section Legal Secretary (Parsippany, NJ Office)


Position Summary:

Supports attorneys and paralegals through the performance of complex secretarial and administrative duties requiring knowledge of legal terminology and process including State, Federal and Bankruptcy Court rules for proper preparation and filing of court documents. This position requires exceptional secretarial and administrative skills, excellent organizational, client service and communication skills (both written and oral), and the ability to multi-task while also adapting to changes in deadlines and changes in the nature of the assignment. Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), Interaction, FileSite, DTE, CMS, PDF scanning, HotDocs, Abode Acrobat, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applications.

Responsibilities:

The following are duties and responsibilities representative of this position and are not intended to be inclusive:

  • Independently perform full range of administrative support
  • Answer, screen and forward telephone calls; assist and provide information, as appropriate
  • Calendar management, requiring interaction with both internal and external clients; schedule and coordinate conference calls, meetings, appointments and travel
  • Proactively manage contacts in Outlook and the firm’s contact management system (InterAction)
  • Type, edit, format and proofread a variety of moderate to complex documents
  • Prepare, compose and assemble documentation into proper legal format based on government agency requirements and from established departmental procedures and/or general instruction ensuring the proper inclusion of correct attachments, exhibits and enclosures
  • Create, edit, format and proofread basic PowerPoint presentations and Excel worksheets
  • Assemble and electronically file documents with courts and agencies on behalf of an attorney or paralegal
  • Retrieve documents from various courts using Pacer
  • 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 Virtual Files and document naming conventions
  • Submit requests for invoice payments, checks and expense reimbursements
  • Understand month-end closing schedule and ensure recorded time is released in DTE 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
  • Locate on the Portal: timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
  • Use QuickLook to obtain financial and other information
  • Basic Lexis and internet research
  • Small photocopy jobs and scanning
  • Receive, sort and distribute incoming mail
  • Delegate work to firm resources to effectively complete work assignments
  • Work with other timekeepers and legal administrative assistants when required to complete assignments and meet deadlines
  • Anticipate the needs of timekeepers to enable them to focus on client/firm related matters
  • Assist with special projects and other duties as required
  • Familiarize new attorneys and staff with firm structure and resources

Qualifications/Requirements:
  • Minimum five years of legal secretarial experience
  • Experience in handling a wide range of administrative and executive support related tasks
  • Ability to support multiple timekeepers in a fast paced, changing environment
  • Excellent calendar management skills
  • Experience making travel arrangements
  • Excellent verbal, written, organization, analytical and interpersonal skills
  • Outstanding client service and decision-making skills
  • Excellent spelling, grammar and strong, accurate typing skills (minimum 55 wpm)
  • 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
  • Thorough knowledge of legal terminology, documents and procedures
  • Advanced word processing skills (use of styles, tracking, sophisticated mail merges, outline numbering, pagination, headers and footers, creating tables and document comparisons)
  • Experience with working in Excel to create spreadsheets, including simple formulas and formatting
  • Experience with creating and editing PowerPoint presentations, including incorporating transitions and builds
  • Ability to produce accurate draft documents from a variety of rough sources that are handwritten or ‘pieced’ together or from oral instructions
  • Familiarity electronic court filing systems and filing requirements
  • Ability to learn and use advanced software programs and new technology and desire to seek and attend training to improve skills
  • Flexibility to work overtime, as deadlines require
  • Ability to maintain concentration in a shared working environment
  • Good understanding of basic business relationships and client confidentiality principles
  • Punctual and reliable


Business Section Legal Secretary (Stamford, CT Office)


Position Summary:

Supports attorneys and paralegals through the performance of complex secretarial and administrative duties requiring knowledge of legal terminology and the legal process. This position requires exceptional secretarial and administrative skills, excellent organizational, client service and communication skills (both written and oral), and the ability to multi-task while also adapting to changes in deadlines and changes in the nature of the assignment. Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), Interaction, FileSite, DTE, CMS, PDF scanning, HotDocs, Abode Acrobat, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, and ability to learn and use advanced software applications.

Responsibilities:

The following are duties and responsibilities representative of this position and are not intended to be inclusive:

  • Independently perform full range of administrative support
  • Answer, screen and forward telephone calls; assist and provide information, as appropriate
  • Calendar management, requiring interaction with both internal and external clients; schedule and coordinate conference calls, meetings, appointments and travel
  • Proactively manage contacts in Outlook and the firm’s contact management system (InterAction)
  • Type, edit, format and proofread a variety of moderate to complex documents
  • Prepare, compose and assemble documentation into proper legal format based on court and government agency requirements and from established departmental procedures and/or general instruction ensuring the proper inclusion of correct attachments, exhibits and enclosures
  • Create, edit, format and proofread basic PowerPoint presentations and Excel worksheets
  • Assemble and electronically file documents with courts and agencies on behalf of an attorney or paralegal
  • 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 Virtual Files and document naming conventions
  • Submit requests for invoice payments, checks and expense reimbursements
  • Understand month-end closing schedule and ensure recorded time is released in DTE 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
  • Locate on the Portal: timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
  • Use QuickLook to obtain financial and other information
  • Basic Lexis and internet research
  • Small photocopy jobs and scanning
  • Receive, sort and distribute incoming mail
  • Delegate work to firm resources to effectively complete work assignments
  • Work with other timekeepers and legal administrative assistants when required to complete assignments and meet deadlines
  • Anticipate the needs of timekeepers to enable them to focus on client/firm related matters
  • Assist with special projects and other duties as required
  • Familiarize new attorneys and staff with firm structure and resources

Qualifications/Requirements:

  • Minimum five years of legal secretarial experience
  • Experience in handling a wide range of administrative and executive support related tasks
  • Ability to support multiple timekeepers in a fast paced, changing environment
  • Excellent calendar management skills
  • Experience making travel arrangements
  • Excellent verbal, written, organization, analytical and interpersonal skills
  • Outstanding client service and decision-making skills
  • Excellent spelling, grammar and strong, accurate typing skills (minimum 55 wpm)
  • 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
  • Thorough knowledge of legal terminology, documents and procedures
  • Advanced word processing skills (use of styles, tracking, sophisticated mail merges, outline numbering, pagination, headers and footers, creating tables and document comparisons)
  • Experience with working in Excel to create spreadsheets, including simple formulas and formatting
  • Experience with creating and editing PowerPoint presentations, including incorporating transitions and builds
  • Ability to produce accurate draft documents from a variety of rough sources that are handwritten or ‘pieced’ together or from oral instructions
  • Ability to learn and use advanced software programs and new technology and desire to seek and attend training to improve skills
  • Flexibility to work overtime, as deadlines require
  • Ability to maintain concentration in a shared working environment
  • Good understanding of basic business relationships and client confidentiality principles
  • Punctual and reliable


Trusts and Estates Administration Paralegal (Greenwich, CT Office)

Position Summary

A trusts and estates administration paralegal must be a self-starter and detail oriented, able to work independently and be responsible for and meet all deadlines, and be willing to work in a team environment. Because much of the work is in the areas of accounting and taxes, this individual must have good mathematical skills, possess good computer skills, and be conscientious and careful. Generally, the position covers all areas of trust and estate administration as well as fiduciary accounting.

Job Responsibilities

  • Gathering, identifying and valuation of assets;
  • Drafting correspondence, bills and various probate documents;
  • Preparation of death tax returns, including the federal estate tax return and the Connecticut succession and estate tax returns, as well as returns for other states;
  • Preparation of probate accountings for both the estate and trusts;
  • Preparation of federal and state individual and fiduciary income tax returns;
  • Preparation of federal and state gift tax returns, and possibly returns of private foundations, partnerships and miscellaneous other returns;
  • Ability to review and interpret wills and trust agreements and implement the plan during the estate and trust administration process;
  • Prepare and implement an income tax plan for the estate during administration;
  • Although attorneys generally research issues of law, the paralegal must be able to use reference materials such as the Internal Revenue Code and Regulations, CCH Capital Changes Reporter, Moody’s Dividend Record, etc.
  • Interact with, and show compassion to, clients who may have suffered the loss of a loved one or are under a great deal of stress, bank and brokerage house representatives, and individuals in the office.
Required Qualifications

  • Bachelor’s degree
  • 5 or more years of experience
  • Law firm experience
Preferred Qualifications

  • Paralegal Certificate


Financial Accounting Analyst (Hartford, CT)


Position Summary:

Law firm Finance department looking for a long-term, bright, intelligent and talented individual with 2 to 3 years experience in financial systems applications, solid understanding of Accounting and General Ledger principles in a fast paced environment. Will assist with financial analysis and reporting, financial statement reports, monthly management reporting, system research, workflows and projects.

Responsibilities:

The following are responsibilities of this position and are not intended to be inclusive:

  • Solid understanding of Chart of Accounts and General Ledger structure concepts;
  • Maintain Chart of Accounts in Financial System and related systems, e.g., budgeting, Peer Monitor, etc.;
  • Prepare financial analyses for management, departments and business units;
  • Experience with or aptitude for technology
  • Collaborate with other members of team on various initiatives;
  • Reconcile month-end balances and perform monthly time/billing and G/L close on financial system.

Requirements

  • Accounting degree or 2+ years experience in legal or service industry;
  • Solid working knowledge of Accounting procedures, including A/R, A/P, Trust, G/L, Fixed Assets, budgeting, etc.;
  • Advanced working knowledge of Windows, Microsoft Office, Outlook, Excel v-lookups and pivot tables;
  • Experience with financial software, e.g., Aderant, budgeting software, Sage, Expert Image, 3rd party vendors, banking software, etc.;
  • Meticulous attention to details and deadlines;
  • Strong verbal and communication skills, well organized;
  • Independent with decision-making skills;
  • Ability to work and collaborate in team environment;
  • Ability to work effectively and meet deadlines;
  • Results oriented.


Paralegal Coordinator, Transactional Department (Hartford, CT or Stamford, CT)


Position Summary:

Responsible for wide range of work on matters servicing the business needs of individual and corporate clients (such as organization/dissolution of business entities, investments, mergers and acquisitions, and financing transactions), including but not limited to coordinating closing transactions and preparing closing binders, performing research, and drafting business-related documents and correspondence. Supports the Paralegal Manager as needed with allocation, assignment and coordination of work among paralegals and with mentoring and professional development of paralegals. This individual has extensive direct client contacts and relationships.

Responsibilities:
  • Prepare and file documents for setting up business entities (corporations, partnerships, LLC).
  • Prepare and file documents to maintain business entities in good standing and assist clients with routine annual filings.
  • Draft by laws, resolutions, shareholder and board of director meeting minutes/consents.
  • Maintain corporate minute books and related resource databases.
  • Prepare documents relating to dissolutions or withdrawals.
  • Draft documents relating to mergers, acquisitions, and reorganizations.
  • Conduct due diligence and draft disclosure schedules.
  • Organize closing of transactions and coordinate closing matters.
  • Conduct legal research and prepare legal memoranda.
  • Keep current on all laws and regulations to ensure compliance by clients.
  • Attend to independent auditor letters as required.
  • Draft and file documents relating to compliance with Securities Regulations (Blue Sky filings, etc.).
Qualifications/Requirements:

  • Undergraduate Degree and paralegal certificate from ABA accredited program or equivalent experience and knowledge.
  • 7-10 or more years successful experience as paralegal in a corporate law practice in a law firm or corporation.
  • Computer skills: word processing, Excel, electronic document filing, and practice-specific software, ability to work with virtual, rather than paper, documents.
  • Proven ability to manage and coordinate workflow for complex matters involving multiple parties and/or documents in multiple geographic locations.
  • The above job description is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

Trusts and Estates Administration Paralegal (West Hartford, CT)

Position Summary

A trusts and estates administration paralegal should be a self-starter, problem-solver and detail-oriented, able to work independently and be responsible for and meet all deadlines, and be willing to work in a team environment. Because much of the work is in the areas of accounting and taxes, this individual must have good mathematical skills, possess good computer skills, and be conscientious and careful. Generally, the position covers all areas of trust and estate administration as well as fiduciary accountings. A significant component of the New York practice involves international matters.


Responsibilities

  • Gathering, identifying and valuation of assets;
  • Preparing various probate and accounting documents;
  • Drafting correspondence and paying bills;
  • Preparation of death tax returns, including the federal estate tax return and state succession and estate tax returns;
  • Preparation of accountings for both estate and trusts (using our computer programs);
  • Preparation of federal and state individual and fiduciary income tax returns;
  • Preparation of federal and state gift tax returns, and possibly returns of private foundations, partnerships and miscellaneous other returns;
  • Ability to review and interpret wills and trust agreements and implement the plan during the estate and trust administration process;
  • Although attorneys generally research issues of law, the paralegal must be able to use reference materials such as the Internal Revenue Code and Regulations, CCH Capital Changes Reporter, Moody’s Dividend Record, etc;
  • Interact with, and show compassion to, clients who may have suffered the loss of a loved one or are under a great deal of stress, bank and brokerage house representatives, and individuals in the office;
  • Communicate with clients, attorneys and bankers outside the U.S. whose first language may not be English.

Requirements

  • Bachelor’s Degree
  • 5-7 years prior experience

While it is not necessary that the candidate have all of the above-mentioned skills, the candidate must be able and willing to learn these skills during employment.