Legal Assistant - Litigation

About Us: Chambliss is a leading legal services provider dedicated to delivering exceptional solutions to our clients. We are a growing mid-sized firm providing comprehensive legal services on behalf of an impressive list of local, regional, national, and international clientele. As we continue to expand, we are seeking a dynamic and driven Legal Assistant to support our Litigation section.

Location: This position is required to sit on-site in our downtown Chattanooga office. Applicants must be willing to relocate or commute to this location to be considered.

FLSA status: Non-Exempt

Job Summary: Under the direction and expectations of the practice area Section Head, this position provides assistance and administrative support for daily operations and confidential tasks related to client service. This role involves assisting with the accurate and efficient preparation, maintenance and implementation of legal documents and related materials. In addition, the legal assistant will help with document filing and execution, client file maintenance, scheduling and coordination of meetings and conferences, and assist with the management of client relationships.

This role deals with a diverse group of important clients, external callers and visitors as well as internal contacts at all levels of the organization. This position works under moderate supervision of the assigned attorneys/paralegals and guidance and performance management from the Administrative Services Manager.

*Prior litigation experience is strongly preferred.

Key Responsibilities

1. Document Preparation and Filing
   • Produce legal litigation documents from verbal or written instructions, dictation, shorthand notes, rough drafts, forms or other materials.
   • Prepare and assemble initial drafts and processes for attorney review and making edits as necessary.
   • Proofread and correct prepared material for accurate grammar, spelling, punctuation, format, syntax, and content.
   • Assemble final document for distribution (i.e. filing with court, mailing, etc.)
   • Organize and store final documents in document management system (NetDocuments) as well as hard-filing system.
   • As required, generate attorney/client binders, agreements, pleadings, motions, briefs, consent actions, notebooks and other related litigation forms and documents.
   • Arrange for filing and/or e-filing and service of legal documents with government entities, state and federal courts.
   • Submit bankruptcy filings through ECF.
   • Heavy docketing related activities related to bankruptcy and foreclosure filings.
   • Arrange for delivery of legal documents and correspondence to clients, witnesses and court officials.
   • Assist in classifying, indexing, and cross-referencing legal administrative documents according to protocols.
2. Calendar Management and Scheduling
   • Generate correspondence to and schedule meetings with clients, court personnel, professional services advisors and other legal professionals related to service to the client.
   • Review attorney calendars daily in order to obtain files and organize documents needed by attorneys in advance of meetings and phone calls; send meeting reminders to notify interested parties via email or phone.
   • Maintain appointment calendars for assigned attorneys to alleviate scheduling conflicts and to inform attorneys of imposed deadlines, upcoming hearings, completion of tasks and timely responses, and client and firm meetings; maintain docket as necessary.
3. Case Management
   • Coordinate the opening and maintenance of client files in the workflow system; organize, update and maintain client case files making sure all current and original documents are retained in the case file and scanned/saved in the document management system ready for quick access.
   • Retrieve documents and information from files when necessary.
   • Scan and/or photocopy correspondence, documents, and all other case related materials.
4. Administrative Duties
   • Receive and screen visitors and phone calls; seat clients upon arrival/offer refreshments.
   • Witness and notarize documents for clients as necessary.
   • Daily sort/scan/save/distribute mail and other deliveries; save signed certified mail receipts in document management system. (Note: documents need to be OCR'd optical character recognition).
   • Work independently and within the team on special and on-going projects.
   • Request payment/reimbursement for related business expenses including travel, continuing legal education credit (CLE), seminar registrations, court filings, bar and membership fees, marketing expenses, etc.
5. Section Specific Duties
   • Identify and schedule court reporters as needed.
   • Arrange for service of process for documents to be served.

Qualifications

Education:

• Associate degree in Paralegal Studies, Legal Assistant, or related field; Baccalaureate degree preferred.

Experience:

• 4+ years of related experience in a law office or professional services environment.
• Experience with legal document management and workflow software (NetDocuments document management system and Legal Management Solutions (LMS) workflow preferred).

Skills/Certifications:

• Proficient knowledge of Microsoft Word (advanced knowledge of Word Style sets), Excel, PowerPoint, Outlook, web-based research tools, and the ability to understand legal procedures and terminology.
• Typing skills to consistently produce accurate, error free legal documents quickly.

Job Specific Skills:

• Ability to solve practical problems and deal with a variety of situations without excessive oversight.
• Ability to communicate effectively and professionally.
• Appreciation of the ethical issues involved in dealing with individuals and organizations.
• High level of professional integrity with ability to maintain confidentiality.
• Strong writing and grammar skills.
• Ability to work independently in the performance of regular assignments.
• Ability to work with team members and coordinate activities.
• Strong organizational skills and ability to prioritize appropriately.
• Accuracy and strong attention to detail.
• Ability to prioritize tasks, manage deadlines and turn around work product timely.
• Ability to efficiently operate all firm standard computer programs/software.

Physical Demands

The work is primarily sedentary. Typically, the employee may sit comfortably to perform the work. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• The employee is regularly required to talk or hear.
• The employee is frequently required to stand, walk, bend, kneel, stoop, and crouch; using hands and fingers for detailed work.
• The employee is frequently required to perform close visual work on computer terminal including extensive keyboarding.
• The employee is occasionally required to lift office products and supplies up to 15 pounds, frequently carrying light items such as paper, books or small equipment.
• The employee may experience occasional overtime hours.
• The employee is frequently required to perform duties in a fast-paced environment.

Chambliss is committed to being one of the best law firms to work for in our region. We are actively searching for highly qualified people to work as attorneys, legal assistants and support staff personnel. Chambliss strives to attract a diverse workforce and is proud to be an Equal Opportunity Employer.

NOTE: We ARE NOT utilizing outside agencies for this role. Please do not solicit.