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Land Use Legal Administrative Assistant
4 months ago
Land Use Legal Administrative Assistant
Position Type: Non- Exempt
Reports to: Office Manager
POSITION SUMMARY
This position supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys in our Land Use Practice Group. The Land Use Legal Administrative Assistant will be performing complex and specialized secretarial and clerical tasks while working collaboratively with others in a team-oriented environment. This position supports a set of attorneys as a primary assignment and also provides back-up secretarial assistance to others as assigned.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provides excellent customer service: answer main phone lines and direct calls; greet clients and vendors.
- Ensures that mail is sent out of the office, i.e. regular mail, certified mail, or overnight mail.
- Assists in drafting, managing and organizing various documents related to real estate transactions, including escrow instructions, title and survey review, entity formations, UCC searches, local transfer requirements and due diligence.
- Drafts closing documents including, but not limited to, basic agreements and third-party consents; compiles information and prepares schedules and exhibits to agreements.
- Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to client or accounting.
- Participates in the timely review and submission of prebills and/or client bills.
- Possesses strong clerical skills including typing, word processing, mail and contact management, spreadsheets, presentations, and all of the firm’s systems and databases.
- Regularly anticipates the needs of assigned attorneys in order to promote timekeeper efficiencies (i.e., drafts correspondence, prepares legal documents).
- Routinely reviews and follows-up on client deadlines and calendar appointments.
- Coordinates and makes necessary arrangements for meetings.
- Assists assigned attorneys with completing and tracking CLE compliance, presentations and training programs, other business development activities, and organizing all other non-billable activities.
- Accurately prepares and submits client intake forms.
- Regularly and consistently updates client files and notebooks.
- Able to juggle multiple assignments and/or deadlines while maintaining a professional demeanor and timely seeks assistance when needed.
- Willing and capable to offer assistance to others when needed.
KNOWLEDGE, SKILLS, & ABILITIES REQUIRED
- Demonstrated knowledge of legal terminology, legal documents, and legal processes in the Land Use Department.
- Strong computer proficiency in the use of MS Office (Word, Excel, PowerPoint and Outlook), Document Management System, Time Entry, and database software.
- Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.
- Ability to work effectively and proactively within a team environment.
- Strong time management skills and the ability to work under pressure in a fast-paced environment.
- Ability to coordinate multiple tasks concurrently and to meet deadlines.
- Strong organizational skills, interpersonal skills, and attention to detail.
- Initiative, flexibility, resiliency, and a willingness to adapt to change.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.
