Legal Administrative Specialist

2 weeks ago

Jacksonville, Florida, United States Rogers Towers Full time
Position Overview

SUMMARY:

The Legal Administrative Specialist will operate within a collaborative team setting, delivering a comprehensive range of secretarial, administrative, personal, and legal office support to designated attorneys, executives, and paralegals at Rogers Towers. This role necessitates handling responsibilities of a sensitive and confidential nature, while effectively organizing and streamlining the workflow of legal professionals. The Specialist will maintain positive interactions with clients, attorneys, and staff, ensuring confidentiality is upheld at all times. This position demands the capacity to tackle challenges beyond standard job duties and to creatively resolve issues with minimal supervision.

KEY RESPONSIBILITIES:

1. Draft, edit, finalize, and disseminate all forms of correspondence, memoranda, agreements, contracts, legal documents, briefs, charts, and reports for attorneys or executives within the department.

2. Assess matters based on priority and urgency, responding swiftly and efficiently, utilizing initiative and judgment to mitigate impacts during an attorney's absence, and directing issues to the appropriate delegated authority. Strong critical thinking skills are essential.

3. Create, organize, and maintain filing systems; file documents as requested and retrieve documents from files as necessary. Conduct regular reviews for potential storage of outdated files and prepare files for closure.

4. Coordinate and schedule hearings, depositions, and mediations, reserve court reporters, and ensure all deadlines are calendared appropriately.

5. Request conflict of interest checks as needed.

6. Input attorney time into the timekeeping system as required.

7. Arrange travel, manage calendar appointments, and coordinate meetings (both internal and external) for attorneys as requested.

8. Prepare and update attorney/client matter lists, telephone directories, and distribution lists.

9. Take and transcribe dictation as necessary.

10. Manage incoming telephone calls and relay messages to the appropriate parties promptly and accurately.

11. Perform various administrative tasks such as processing expense reports, cash advances, docketing cases (if necessary), proofreading documents, etc.

12. Undertake special projects as assigned by attorneys.

13. Photocopy documents as requested.

14. Prepare materials for distribution via email, U.S. mail, fax, courier services, etc.

15. Receive, open, prioritize, and distribute incoming mail efficiently.

16. Collaborate in a team environment, providing support to fellow professional assistants and paralegals.

17. Perform additional duties as assigned, including filing and covering receptionist duties as needed.

QUALIFICATIONS:

1. Familiarity with the Florida E-filing portal is essential.

2. Experience with court filings outside of Jacksonville is preferred.

3. Proficient in all Microsoft Office applications.

SKILLS AND ABILITIES:

To excel in this role, candidates must demonstrate the ability to perform each essential duty satisfactorily, in alignment with the expectations of Rogers Towers.

EDUCATION AND EXPERIENCE:

A high school diploma or GED is required. While college experience is advantageous, it is not mandatory. A minimum of three (3) years of relevant experience in a law firm setting is required.

INTERPERSONAL SKILLS:

Strong verbal and written communication skills, organizational abilities, prioritization, and time management skills are necessary to work effectively under pressure.

CUSTOMER SERVICE SKILLS:

This position operates within a service-oriented environment and requires an understanding of the needs and expectations of both internal and external clients. Exceptional customer service skills are essential to meet these expectations.

ADDITIONAL SKILLS:

Candidates must possess strong typing, computer, dictation, filing, telephone, and language skills (including grammar and spelling) and demonstrate proficiency in the various software programs and hardware utilized by the Firm. Flexibility in hours, assignments, and overtime is required to meet the needs of the Firm.

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