Overview: The legal assistant is a front desk position and is responsible for answering incoming calls; new client intake and opening new client files; greeting in-office clients; assisting attorneys with organization of files, drafting correspondence; maintaining calendars; and maintaining excellent client relationships.
This job is primarily in-office, with some flexibility for remote work as arranged through supervising attorneys. The core hours are 9 a.m. to 5 p.m., Monday through Friday, with occasional weekend hours and evening hours as requested by the attorney.
Day to Day Responsibilities:
Administrative Support:
- Legal assistants will assist the Office Manager to maintain a clean and organized office environment that is sufficiently supplied for all Team needs
Calendars:
- Legal assistants are responsible for maintaining both the attorney and firm calendars. This responsibility includes making sure all appointments are listed on both the attorney calendar and the firm calendar.
- Legal assistant will also be responsible for putting any court dates on the calendar, including trial deadlines. This will require the legal assistant to calendar anything that is being sent out or coming in with a court date on it (motions’ day praecipes, etc.) and ensuring appropriate reminders are in place.
- Legal assistant has affirmative duty to check with attorneys after the attorney attends calendar control, term day, or a scheduling conference to get the dates from the attorney in order to maintain the calendar.
Client Files:
- Legal assistant is responsible for the accuracy and completeness of the client’s Clio profiles (including email addresses, phone numbers, mailing addresses, etc.)
- Legal assistant will be saving all incoming and outgoing emails into Clio;
- Legal assistant will be saving all attorneys’ notes in client files;
- Legal assistant is responsible for the organization of all client’s electronic files and will routinely check each file to ensure documents are saved in the correct format and in the correct electronic folders (e.g. – discovery is in discovery and not pleadings). Legal assistant will maintain and update the PROCESS document as necessary.
- Legal assistant is responsible for keeping all of the client’s original documents safe and will ensure that any original documents are filed promptly in the client’s hanging file pending case completion. Legal assistant will ensure the safe return of original documents to client.
- Legal assistant responsible for scanning and saving all mail and other paper documents and ensuring everything is scanned prior to shredding in order to maintain a paperless office.
Client Communications:
- Answer incoming calls and transfer calls as needed. Legal assistant will ensure coverage by another staff member before leaving the phones unattended;
- Legal assistant will handle all of the potential new client (“PNC”) calls;
- Available as-needed for clients to relay information to attorney or to schedule time on attorneys’ calendars;
- Confirm appointment times in advance of PNCs, set up all upcoming meetings with calendar invites and add to firm calendar, set up virtual meetings as required and conference calls as required;
- Follow office procedures with respect to forwarding incoming mail to client to keep client appraised of case status, when case is complete ensure that closing letters are drafted promptly and any remaining retainer funds returned.
Correspondence:
- Drafting cover letters transmitting any mail going outbound (to court, to opposing counsel, to client, etc.)
- Copying, scanning, and mailing all outgoing mail (note – this may include mailing for the office manager to start as well)
Court/Process Service
- Contacting the court before hearings to determine judge for the hearing and relaying that info to attorney;
- Following up and checking status of entry of orders;
- Ensuring date stamped copies are received back for all filings and scanning those into the system before shredding;
- Arranging courier if needed to get things filed timely;
- Maintaining trial calendar for all attorneys and ensuring court reporters are ordered and confirmed the day before to save fees if necessary;
- Calendaring deadlines on attorney and firm calendar;
- Contacting process servers and ensuring appropriate service of process and then ensuring that the affidavit of service gets filed with the court;
- Transmitting copies of any subpoenas to the court for filing in the court file.
Client Lists:
- Maintaining up to date lists of each attorneys’ clients.
Drafting basic pleadings and discovery requests; assisting with organization of discovery production as requested;
Assisting attorneys prepare for trial;
Other duties as assigned.
Job Type: Full-time
Pay: $24.00 - $28.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Travel requirement:
Experience:
- Microsoft Office: 1 year (Required)
Ability to Commute:
- Fairfax, VA 22030 (Required)
Ability to Relocate:
- Fairfax, VA 22030: Relocate before starting work (Required)
Work Location: In person