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Office Coordinator/Legal Practice Assistant

4 months ago

Denver, United States Frost Brown Todd LLP Full time
Job DescriptionJob Description

Frost Brown Todd LLP, a national law firm with 1000+ legal and business professionals in seventeen markets, is currently seeking an experienced Office Coordinator/Legal Practice Assistant to join our Denver office. This position handles the day-to-day coordination and workflow of administrative and client needs, working closely with the other office Business Professionals and the supervising Regional Office Manager or Office Manager. This position also assists attorneys and other legal personnel through performing complex and specialized secretarial and clerical duties requiring knowledge of legal terminology and the legal process.

Job Responsibilities Include:

  • Coordinating with your supervisor for tasks related to work assignments, communications, staffing needs, and other tasks related to the daily functions of the Denver office.
  • Participating in interviews for business professional job openings with the supervising Office Manager.
  • Welcoming new employees and provide an overview of Denver office processes. This includes, but is not limited to, introduction to attorneys and business professionals, and setting up and coordinating orientation tasks.
  • Assisting with overseeing the use of and accurately reporting and reconciling the allocation of petty cash and the firm credit card.
  • Coordinating attorneys’ needs for legal practice assistant staffing and assistance for planned and unplanned absences. Assist with coordination of overflow/workflow needs, including witnessing and notarizing documents to ensure the highest level of client service.
  • Coordinating scheduled and unscheduled paid time off requests per the vacation and sick time policies. Coordinate coverage for absent business professionals to meet client needs. Communicate absences reports and information to the supervising Office Manager.
  • On-site contact with the building management company and FBT regarding security and general facilities management and services, including but not limited to access badges, security, repairs and maintenance, building directory, emergency planning and contact, after-hours services, and issues, etc.
  • Planning and coordinating office events such as holiday parties, staff appreciation day recognition, and other similar office-specific initiatives. Assist with firm-sponsored and office-specific charity/fundraising events, i.e., United Way Campaign, etc.
  • Reporting any performance, attendance or teamwork/personnel problems to the supervising Office Manager.
  • Recognizing that service to clients is the Firm's number one priority and is available during regular business hours to answer client and other telephone calls, facilitates alternative assistance to clients when needed and returns telephone calls when the attorneys or other business professionals cannot do so on a timely basis. Client contact is generally by phone but may be in person.
  • Maintaining and updating the calendars for assigned attorneys including meetings, appointments, due dates, and client-related activities. Enter and coordinate critical client and case dates with the docketing system (either firm system or personal “docketing” practices, depending on practice area). Stay informed of the status of cases/projects and who works on them.
  • Using the firm’s word processing and document management system, prepare and process correspondence, memoranda and legal documents according to the requirement set by the attorney and the firm. This is usually done from rough draft, machine or digital dictation.
  • Proofreading documents, checking for appropriate formatting and make non-substantive changes in grammar, punctuation and spelling as needed as well as ensuring that all attachments, exhibits and enclosures are intact.
  • Frequently draft basic letters and routine documents. Preparing revisions and redline documents as directed. Coordinate complex document preparation.
  • Creating and maintaining electronic and paper client files and indexes located in private offices, cubicles or the centralized file room. Performing routine filing and retrieves files as needed.
  • Working proactively as a member of a legal practice assistant team. Demonstrate effective teamwork and help other legal practice assistants as needed/requested. Work cooperatively with other departments and individuals in the firm.

Job Requirements:

  • Abilities and skills normally assumed to have been acquired by at least 5 years equivalent legal experience.
  • Ability to effectively handle workload typical of three to five legal staff members (attorneys and/or paralegals).
  • Ability to cooperate, work and communicate effectively and professionally with Firm clients and Firm personnel at all levels on the telephone, by e-mail as well as in-person.
  • Ability to type 65+ WPM as demonstrated on typing assessment.
  • Highly proficient in Microsoft Office software programs.
  • Ability to frequently draft basic letters and routine documents.
  • Ability to learn and apply practice group and/or firm specific software programs.
  • Ability to shift attention from one area of work to another quickly without frustration.
  • Ability to handle confidential information.
  • Ability to answer phone and respond to emails courteously and professionally and transfer calls quickly. Ability to greet clients in a courteous and professional manner.
  • Ability to deliver mail and perform clerical duties in a timely and accurate manner.

Frost Brown Todd offers a competitive salary and a comprehensive benefits package including medical (HSA with employer contribution or PPO options), dental, vision, life, short- and long-term disability, well-being/EAP, sick and vacation time as well as a generous 401k/profit sharing retirement package.

The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. For applicants physically based in Denver, a reasonable estimate of the current range is $39.00 – $42.00 hourly. Actual pay will be determined based on skills, relevant experience and other job-related factors, consistent with applicable employment laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Frost Brown Todd is fully committed to equality of opportunity in all aspects of employment. It is the policy of Frost Brown Todd to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

The application deadline for this position is June 21, 2024.