Legal Assistant

Position Summary: As a legal assistant for Huff, Powell & Bailey, you will be tasked with a variety of duties to support our Partners and Associates, including drafting documents, filing and serving pleadings and discovery, scheduling events and calendaring deadlines, maintaining and organizing documents and case files under the direction of attorneys in coordination with paralegals. You will also assist our Partners and Associates by preparing for meetings, depositions, trials, and hearings. 

Essential Duties and Responsibilities includes but is not limited to the following: 

1. Communicate internally with attorneys and other staff and externally with clients, counsel for other parties, non-parties, the court, etc.in a professional and timely manner at all times to best represent the firm.
2. Review, respond appropriately, and save properly all incoming and outgoing documents and materials from service notices, email, mail, etc. to electronic case file, as well as incoming materials to the physical file. 
3. Check and respond to internal and external emails at regular intervals throughout the day, so attorneys are aware of tasks accepted, status of tasks, and completion of tasks.
4. Route all incoming mail to the appropriate people.  
5. Review, share, save, and respond properly to all electronic pleadings received via e-filing system notifications to case file and calendar, as well as distribute to internal team within 24 hours of receipt.
6. Prepare shells for pleadings, discovery, and reports timely and in advance of deadlines.
7. Proofread and prepare correspondence, reports, and memos in the appropriate template and email to clients once finalized.
8. Proofread, finalize, file, and/or serve pleadings and other materials when attorney advises ready to be filed & served by deadline.
9. File pleadings with the Court and serve attorneys with same by email and/or mail.
10. Submit vendor invoices for timely payment.
11. Calendar and follow up with attorneys about upcoming client and legal deadlines.  
12. Provides clerical assistance to paralegals and instruction to office services’ staff as needed.
13. New case setup and maintenance which includes the following under supervision of attorneys and in coordination with paralegals: (within 1-2 days of assignment)
14. Send conflict check immediately
15. Prepare Acknowledgment letter to client
16. Save Docs from client to file, generally Complaint and Policy
17. Search docket for Judge, all parties’ info, and service on our client/defendant
18. Calendar all initial legal and client deadlines based on type of matter and docket, as well as on an ongoing basis
19. Create and update expert checklist and witness files
20. Contact Plaintiff’s counsel for medical records, as appropriate
21. Create and Maintain File Info Sheet
22. Create and update Certificate of Style and Case Style
23. Prepare Notice of Entry of Appearance or Substitution of Counsel as appropriate 
24. Prepare shells for answer, discovery to plaintiff, and discovery responses of clients 
25. Research, retrieve, and update appropriate information in client case files including File Info Sheet, expert checklists, production logs, etc. to keep case file up to date.
26. Prepare templates for responsive pleadings referred to as shell(s) on ongoing basis.
27. Calendar and monitor deadlines
28. Coordinate and confirm the scheduling of depositions, meetings, phone calls, mediations, etc. and organize any court reporters, notices of deposition, and/or travel arrangements associated with these events
29. Prepare medical or deposition notebook binders as requested
30. Save all emails to iManage in appropriate folders/subfolders
31. Submit and manage invoices on behalf of attorneys or file
32. Assist any partner/associate/paralegal on primary partner’s cases and as needed on various tasks/projects.
33. Performs overflow duties and other duties as assigned

• Excellent comprehension, verbal, and written communication skills.
• Ability to exercise good judgment and self-control.
• Enthusiasm, trustworthiness, personal integrity, and honesty.
• Must be well versed in legal terminology.
• Strong knowledge of legal terminology, legal documents, and court procedures.
• Excellent planning and time management skills.
• High level of attention to detail and accuracy.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Ability to work independently and as part of a team.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook), iManage, and other legal software applications.
• Other Requirements: Strong ethical standards and the ability to handle confidential information with discretion.

MINIMUM QUALIFICATIONS

Education/Experience:

• High school diploma or G.E.D. 
• Bachelor’s Degree preferred: Prior legal secretarial procedures and techniques preferred.
• Prior experience in document or case management systems a plus. 

PHYSICAL DEMANDS

• Use arms, hands and fingers to perform daily tasks.
• Ability to see and hear well (naturally or with correction).
• Sitting for extended periods of time in an office environment.
• Must be able to lift no more than 10-15 lbs.
• Able to work in a constant state of alertness in a safe manor.

Huff, Powell & Bailey, LLC is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, gender identification, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

If you require reasonable accommodation during the application or interview process, please contact us at recruiter@huffpowellbailey.com.