Position Summary:
The Legal 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 timekeepers and working as part of a virtual support team, the Legal Assistant is responsible for complex work that requires knowledge of trusts and estates practice, knowledge of procedures and filing requirements of the courts and government agencies, and knowledge of and adherence to compliance policies (e.g., conflicts of interest, privacy, deadline docketing, misuse of inside information). A successful Legal 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 Assistant serves as a "client relationship manager" and is responsible for 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.
Responsibilities:
- Independently perform full range of administrative support
- Type, edit, format and proofread a variety of moderate to complex documents
- File management and organization (both digital and paper). Establish and maintain client, departmental and administrative files and workspaces using established protocols for FileSite and document naming conventions
- Assemble documents in preparation for electronic filing with courts and agencies on behalf of a timekeeper
- Understand month-end closing schedule and remind timekeepers that time must be released in InTapp 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 and use QuickLook to obtain financial data and reports
- Manage administrative aspects of client/matter intake and management of the matter once opened: obtain/enter required information into the New Business Intake (NBI) system, draft, finalize, and send engagement letter to clients; communicate client billing standards and rates to appropriate individuals, ensure final engagement letter is provided to NBI group and stored in Virtual Files with all other client documents
- Leverage firm tools, such as the portal and firm workspaces, to locate information, e.g. timekeeper standard billing rates, firm discounted rates and rate ranges; firm time-entry standards and non-billable time recording
- Basic Lexis and internet research, as needed
- Work with other timekeepers and legal assistants when required to complete assignments and meet deadlines
- Remind timekeepers of deadlines and anticipate their needs to enable them to focus on client/firm related matters
- Anticipate timekeeper's client needs and follow up to ensure they are satisfied
- Enter trust client information into PCD Trust Account Profile database and work with our Trust Operations Department, as needed
- 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 handled in accordance with original document tracking protocols
- Delegate work to firm resources to effectively complete work assignments
Qualifications/Requirements:
- Minimum two to four years of Trusts and Estates legal secretarial experience
- Experience in handling a wide range of administrative tasks
- Experience making travel arrangements
- Ability to support multiple timekeepers in a fast paced, changing environment
- Ability to effectively manage conflicting priorities
- Excellent verbal, written, organization, analytical and interpersonal skills
- Outstanding client service and decision-making skills
- Ability to produce accurate draft documents from a variety of rough sources that are handwritten or 'pieced' together or from oral instructions
- 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
- Responsiveness to timekeeper/client needs and follow-up where appropriate
- Good understanding of basic business relationships and client confidentiality principles
- Proficient in the use of Microsoft Office (Word, Outlook, Excel and PowerPoint), Interaction, FileSite, InTapp, CMS, PDF scanning, HotDocs, AccuRoute, Nuance PDF, Change-Pro, Metadact, Innova, Chrome River, Preview Biller, Internet searches, Rendezvous, Electronic Court Filing Systems, and ability to learn and use advanced software applications
- Become familiar with firm information resources
- Notary Public in state of residence
