Legal Secretary

McKean Smith | Litigation Practice Assistant (Legal Secretary) 

Job Title: Litigation Practice Assistant
Location: Portland, Oregon (Vancouver, Washington will be considered for the right candidate)
Department: Litigation Practice Group
Reports to: Business Operations Manager 

Position Overview: 

McKean Smith has an immediate need for a proactive and highly organized Litigation Practice Assistant to provide essential legal and administrative support to attorneys within our Litigation Practice Group. This position offers a unique opportunity to work in a fast-paced environment with a dynamic team, assisting with legal document preparation, timekeeping, client service, and file management. The ideal candidate will have 5+ years of experience in litigation support, with strong proficiency in legal documentation, billing procedures, and client communications. This position reports to the Business Operations Manager and plays a key role in ensuring the smooth operation of our practice. 

Essential Responsibilities: 

Legal Document Preparation and Filing: 

• Prepare, proofread, format, and finalize legal documents, including pleadings, motions, and discovery responses.
• File and serve legal documents in compliance with court rules.
• Maintain organized and accurate case files, ensuring quick access to critical documents.
• Coordinate preparation of attorney and court working notebooks.

File and Document Management: 

• Efficiently scan, copy, fax, and organize legal documents and case files.
• Open new matters and manage electronic case files in the firm’s document management system.
• Securely transmit large document sets via electronic file-sharing platforms.

Docketing Administration: 

• Manage and track critical deadlines, court dates, and procedural timelines for legal cases.  
• Maintain accurate case calendars, ensuring compliance with court rules and filing requirements.

• Coordinate with attorneys, paralegals, and court personnel to manage key legal deadlines.
• Strong knowledge of state and federal court procedures, proficiency in docketing software, and excellent time management skills to ensure all deadlines are met efficiently and accurately.

Word Processing: 

• Accurately type and format legal documents and correspondence from dictation, drafts, and notes.
• Proofread and edit documents for clarity, accuracy, and compliance.
• Use document comparison software to perform redline comparisons.

Client Service: 

• Communicate effectively with clients, responding to inquiries and scheduling meetings.
• Coordinate client signatures on legal documents and assist with travel arrangements.
• Maintain a client-focused, professional demeanor in all communications.

General Administrative Support: 

• Maintain case dockets and update Coordinate and schedule meetings, conference room reservations, and meal arrangements.
• Handle general office tasks such as phone calls, travel arrangements, and mail processing.
• Assist in trial preparation, including organizing exhibits and preparing trial binders.

Teamwork and Collaboration: 

• Manage calendars for attorneys, scheduling meetings, interviews, and depositions.
• Provide administrative support to attorneys and paralegals on a variety of litigation matters.
• Collaborate with team members to ensure smooth workflow and timely project completion.
• Provide coverage during busy periods or unplanned absences.
• Participate in team meetings and contribute to a positive, efficient work environment.

Timekeeping and Billing: 

• Enter, proofread, and close time entries for attorneys and paralegals in billing software.
• Review, track, and manage proformas and client invoices.
• Resolve billing inquiries and assist with invoice disbursement and expense report processing.

Essential Capabilities: 

• Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong organizational skills and keen attention to detail, especially in proofreading and document management.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Effective written and verbal communication skills, with strong interpersonal abilities.
• Flexible, proactive, and resourceful, with a solutions-oriented approach to challenges.
• Knowledge of court rules and filing procedures for Oregon, Washington, and federal courts.

Technical Knowledge: 

• Typing speed of 50+ wpm.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with law firm software (SharePoint, OneDrive, Adobe Pro, Centerbase, LexisNexis) is a plus.
• Experience with docketing, case deadlines, and legal document management systems.

Education & Experience: 

• High school diploma or equivalent required; paralegal/legal assistant certification or college degree preferred.
• 5+ years of experience providing litigation administrative support in a law firm setting.
• Experience with Oregon and Washington state court procedures and electronic filing is highly preferred.
• Basic understanding of accounting principles is a plus.

Work Hours: 

Regular office hours are 8:00 AM - 5:00 PM, Monday through Friday. Hybrid work options available. 

Compensation and Benefits: 

• Salary Range: $25-35/ hour
• McKean Smith offers a comprehensive benefits package, including:
  • Health, dental, and vision insurance
  • Paid family & medical leave
  • 3 weeks of paid time off (PTO)
  • Health savings account (HSA) and retirement plan contributions
  • Annual discretionary bonus

How You Will Thrive at McKean Smith: 

At McKean Smith, we believe in investing in our people. Our supportive work environment encourages professional growth, work-life balance, and continuous learning. We offer a competitive compensation package, robust benefits, and opportunities for career advancement in a collaborative, client-focused atmosphere.