Family Law Administrative Assistant

2 months ago

San Jose, California, United States Hoge Fenton Full time

Hoge Fenton is a prominent law firm based in Silicon Valley, offering a wide array of legal services. We are currently seeking a full-time Family Law Legal Administrative Assistant to join our team in the San José office.

Position Overview

The primary role involves executing secretarial and administrative functions to assist attorneys and paralegals within the Family Law Practice Group, focusing on family law cases.

The legal administrative assistant is responsible for ensuring that administrative tasks are completed efficiently and professionally, supporting legal professionals in a dynamic environment. Attention to detail is crucial, as this position requires accuracy in legal formatting and terminology, organization of documents and workflows, and proficient use of software for effective document management.

Key Responsibilities

· Initiate and conclude matters in compliance with firm policies; gather new client information, including contact details, engagement scope, fee agreements, and conflict checks; input and maintain client data in ProLaw and NetDocs.

· Communicate with clients and other stakeholders via email and phone as directed by assigned attorneys.

· Welcome and assist clients and visitors; coordinate parking and security access, reserve conference rooms, and arrange necessary technical support.

· Draft, format, proofread, and edit various documents, including administrative correspondence and litigation materials.

· Prepare documents for court filing.

· Schedule hearings with California Family Court.

· Manage attorney calendars; organize meetings and conferences; track court appearance dates and deadlines; schedule depositions and discovery timelines.

· Coordinate court reporters for hearings and depositions.

· Profile documents in NetDocs according to practice group standards.

· Organize exhibits, documents, and evidence; prepare materials for hearings, trials, and meetings.

· Maintain client and administrative files following firm guidelines.

· Monitor receivables and assist attorneys with billing inquiries.

· Review vendor invoices for approval and submission to accounts payable.

· Manage incoming mail, ensuring proper handling and filing according to practice group protocols.

· Arrange travel for attorneys, including booking flights and accommodations.

· Track attorney expenses for accounting purposes.

· Register attorneys for professional development and continuing education events.

· Assist with timekeeping and invoice processing.

· Perform additional duties as assigned.

· Provide backup support to team members as needed.

Qualifications

· High School diploma or equivalent required; Bachelor's degree preferred.

· Minimum of two years' experience as a family law legal secretary.

· Proficient in Microsoft Word, Outlook, Excel, and PowerPoint.

· Familiarity with legal calendaring and e-filing in State Courts in the Bay Area.

· Strong word processing capabilities using Microsoft Word.

· Excellent organizational skills and a strong work ethic.

· Reliable, punctual, and detail-oriented.

· Ability to manage multiple tasks and prioritize effectively.

· Critical thinking and analytical skills in a fast-paced environment.

· Strong proofreading abilities.

· Effective communication skills for interaction with attorneys, clients, vendors, and court personnel.

· Commitment to teamwork and collaboration.

Physical Requirements

· Primarily a sedentary role.

· May require travel to various locations for meetings and document preparation.

· General office work may involve lifting up to 25 pounds and working at computer terminals.

The hourly base salary range for this position is $42 to $47, reflecting the firm's commitment to fair compensation based on experience and qualifications.

Hoge Fenton is dedicated to fostering a diverse workforce that embraces and supports individuals from all backgrounds. Our workplace culture is collegial, collaborative, and supportive.

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