Paralegal - Legal Administrative Assistant

2 weeks ago

Newark, United States Cohen Seglias Full time

Please send cover letter, resume and salary requirements to careers@cohenseglias.com.


Cohen Seglias is a midsized regional law firm seeking a Paralegal/Administrative Assistant with a minimum of 5 years of family law experience within a law firm. This candidate must have excellent interpersonal skills, organizational skills, attention to detail and be able to multi-task and will work directly with assigned attorneys providing administrative support while facilitating the timely completion and accuracy of the attorneys needs. This position works as part of a team to coordinate with administrative administrator regarding overflow and back up duties.

Provides administrative and paralegal assistance to attorneys which includes but not limited to:

  • Manages incoming calls, transferring and taking messages accordingly.
  • Conducts client intake calls to obtain relevant case information with potential clients and compiles detailed notes to provide attorney.
  • Runs conflict checks and opens new matters in system.
  • Sends Client Handbook, upon receipt of signed retainer letter, along with copy of completed retainer.
  • Communicates with clients, opposing counsel and court staff in a courteous and professional manner.
  • Coordinates with attorneys(s) the scheduling of meetings with clients, depositions, etc.
  • Assists clients with completion of Case Information Statement (CIS) in FamilyLaw software by sending client a link and/or manually inputting the information completely and timely.
  • Drafts, edits and finalizes cover letters, CMO’s, Pleadings, Motions, Fee Certifications, Custody/Parenting Plans, Subpoenas, Notices to Produce, Interrogatories, etc. Proofread documents, check spelling and formatting.
  • Exhibits extensive knowledge of e-filing in JEDS and ecourts.
  • Coordinates faxing, copying and mailings, ensuring attachments and exhibits are correctly included.
  • Maintains attorney(s) calendar including all appointments, court deadlines, meetings, and all necessary dates. Maintains and reviews all incoming correspondence, pleadings, etc. and be able to calendar important dates and calculate deadlines for pleading and discovery responses. Reminding attorneys of upcoming deadlines and providing necessary documents in advance.
  • Maintains files which includes: properly filing correspondence, creating and updating pleadings and discovery indexes, creating folders for documents, etc. in the firm’s document management system.
  • Updates firm’s systems with party information, including information regarding representation by attorneys, addresses, etc.
  • Coordinates financial functions: prepares expense reimbursement forms, makes appropriate check requests and notifies appropriate parties when credit card is used for court filings.
  • Follows proper procedures when opening new matters, including conflict checks, engagement letters and completing client intake form.
  • Follows firm’s various standard operating policies and procedures.


Skills/Knowledge Requirements:

  • Strong computer skills, with working knowledge of Microsoft Office Products.
  • Prior experience with document management systems and docketing software.
  • iManage and CoreRelate experience a plus.
  • Must have strong interpersonal and communication skills.
  • Strong organizational skills with ability to multitask effectively.
  • Ability to work effectively with all levels of staff and management.
  • Extensive iManage/document management experience which includes uploading all correspondence, pleadings, etc. received both physically and electronically.
  • Extensive PDF editing experience, including combining documents, inserting cover pages for Exhibits, inserting signatures, etc.


Education/Experience Requirements:

  • High school diploma or equivalent required, associate’s degree preferred.
  • Minimum of 5 years of experience as an administrative assistance within a law firm, including family law experience.
  • E-filing experience required.
  • Paralegal certificate a plus.


Cohen Seglias is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, gender, pregnancy, religion, national origin, ancestry, disability, genetic information, veterans’ status or military affiliation, sexual orientation, gender identity and expression, or other characteristics protected by applicable law.

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