Professional Assistant - Litigation

Position Overview

This position is responsible for performing a variety of administrative and word processing duties while exercising sound judgment over work priorities with minimal supervision. Strong legal and administrative skills, as well as the ability to multi-task and perform well under strict deadlines, are required. This position falls under the litigation group and works closely with other Professional Assistants in a Center team environment.

Primary Duties and Responsibilities

• Types and edits documents quickly and accurately, proofreading for content and typographical errors.
• Utilizes firm technology (i.e. Microsoft Word, Excel, PowerPoint, Outlook) effectively.
• Completes work product according to instructions and within the requested time frame.
• Handles general administrative duties such as travel arrangements, meeting coordination, expense reports, time entry and the new business memorandum process with efficiency and in a proactive manner.
• Occasionally answers telephone calls, takes messages or provides information as appropriate.
• Opens and closes files as necessary, promptly handles the filing of legal or other administrative materials (physical and electronic) and sends materials to off-site storage as necessary.
• Attends training classes to keep up to date with technological advances and software upgrades.
• Provides additional back-up coverage to other Professional Assistants as needed.

Secondary

• Performs other duties as assigned.

Working Conditions

• Job is performed in a typical office environment, but is subject to time pressures and constraints, and is primarily dependent on input from others.
• This is a full-time position, Monday through Friday, 9\:00 AM to 5\:30 PM.
• Long hours are required periodically and overtime may be required.

Education\:  

• High school diploma or equivalent.
  

Experience\: 

• Three years legal secretarial experience required.
  

Special Knowledge\:  

• Requires strong legal and administrative skills, as well as an ability to multi-task and perform well under strict deadlines. Must be extremely well organized and detail-oriented. Familiarity with document management systems a plus. Familiarity with the New Business Intake process is preferred.

Technical Skills\:  

• Experience required in the following applications:
• Outlook
  
  • Able to schedule multiple calendar appointments and use Scheduling Assistant to check availability
• MS Word
  
  • Able to use V&E Styles to format document 
  • Able to generate TOCs and TOAs 
  • Able to prepare shell pleadings and discovery requests and responses
  • Able to run red/blacklines and manage Track Changes documents with multiple reviewers (Litera)
  • Facility with and able to use DocXtools or native Word functions to fix/reformat documents
  • Familiarity with Litera, or able to learn, to create documents from V&E templates
• Excel
  • Able to format worksheets/workbooks for printing
  • Able to add headers/footers to worksheets/workbooks
  • Able to use basic formulas
• PowerPoint
  
  • Able to manipulate/revise the Style Master
  • Able to edit text and graphic elements
• Adobe/Kofax PDF 
  
  • Manipulating documents (deleting pages, combining pdfs, redacting, adding headers/footers, adding Bates numbering)
• Zoom\:
  • Familiarity with Zoom to setup meetings
  • Able to manage Zoom settings and functions as the host/proxy
• Relativity
  
  • Familiarity enough with Relativity (or other document database programs) to be able to correspond with Litigation Support or vendors to be able to assist with research and document production 
• PACER
  
  • Experienced in using PACER for e-filings
  • Experienced in using PACER for pulling pleadings and docket reports
• E-FileTexas
  • Experienced in filing with state, county, and Texas Business courts
  • Experienced in searching for pleadings and docket reports

Attributes\:  

• Must have excellent written and verbal communication skills and be able to follow instructions effectively.
• Must be a self-starter who can work both independently or in a team environment.
• Must possess excellent customer service skills and be flexible in handling changing priorities necessary to support business needs.
• Must have professional telephone etiquette and excellent interpersonal skills.
• Visio strongly preferred. Versed in technology, such as Chrome River, InTapp, Replicon is preferred

Qualifications:  

• Must score 40 wpm with a 2% or lower error rate on the firm’s legal typing test and 76% or higher on the firm’s legal spelling test.
• Must understand and maintain confidentiality of the attorney-client relationship.
• Must be proficient in e-filing and e-filing procedures in state and federal court. 

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time.