Job Preview:
Phelps Dunbar LLP is offering an opportunity for a hybrid Legal Assistant / Receptionist position. This position supports a group of attorneys in the Fort Worth office through the performance of complex secretarial, administrative, and substantive legal duties. In addition, this position provides Receptionist functions in the Fort Worth office.
Essential Duties and Responsibilities:
- Serve visitors by greeting, welcoming, and directing them in a professional and courteous manner.
- Sign for deliveries and ensure all mail and packages are distributed accordingly, including by electronic means, if required.
- Leverage technology resources to ensure the group of attorneys is operating as efficiently and effectively as possible.
- Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing, and transmitting text, data and graphics using office software applications.
- Knowledge of the legal processes that facilitate the accurate preparation of client documents and responding to filing or closing deadlines.
- Prepare and coordinate e-filings, including filings in state and federal courts and agencies.
- Handle incoming and outgoing mail, faxes, and scan documents.
- Ensure that documents are saved and filed into the appropriate paper and electronic workspaces/folders.
- Maintain the daily calendar of each attorney including, but not limited to, scheduling appointments, deadlines, court settings, hearings, meetings, and travel arrangements.
- Maintain Outlook contacts for each attorney as appropriate.
- Open files, close files and assist with conflicts checks.
- Provide support to the attorneys with timesheets and regular billing matters.
- Request reimbursement for attorneys through ChromeRiver and for client costs through Accounts Payable.
- Set up (and take down) of conference room for scheduled meeting, depositions, etc.
- Provide facilities support, including a walk-through to report burned out lights to maintenance; tidiness and adequate stock of supply room; handle shredding bin services, send/receive offsite records, etc.
- Maintain organization and tidiness of kitchen/breakroom, supply cabinets and copying room.
- Receives and scans mail, documents, packages, and courier deliveries then deliver or distributes items accordingly.
- Order, track, and restock kitchen and office supplies.
- Maintain a professional and good working rapport with clients which requires discretion and judgment.
- Regular and predictable attendance is an essential function of the job.
Qualifications and Skills Required:
- A high school diploma or equivalency is required; an associate degree, business school certificate or related education is desirable. Significant prior experience may be substituted for a combination of the educational requirements.
- 3+ years of litigation secretarial experience in a law firm environment preferred.
- Strong knowledge of and ability to apply office software applications including Word, Excel, PowerPoint, Outlook, and PDF.
- Working knowledge of legal practices, terminology, documents, and court procedures.
- Great attention to detail
- Flexible, solutions-oriented approach and the ability to work under pressure and handle multiple priorities from multiple sources.
- Excellent typing, spelling, grammar, proofreading, and general clerical skills.
- Ability to coordinate work activities and work well with others; prepare legal correspondence and documents; organize and maintain files and records.
- Ability to operate standard office equipment, including personal computer, copier, multi-function printers, facsimile, and telephone.
- Strong communication and organizational skills.
- High level of professionalism and courtesy
- Excellent time management skills
Performance Measures:
The Legal Assistant will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited, to the following performance criteria:
- Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
- Expertise with available software and technology tools, understanding of legal assistant and office procedures; equipment; legal terminology; attention to detail.
- Dependability and cooperation with attorneys, clients and other support staff.
- Adherence to office policies and procedures.
- Professionalism and ability to communicate effectively and handle multiple priorities.
