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Legal Administrative Assistant

2 months ago

Kansas City, Missouri, United States Veracity Solutions Full time
Job OverviewLegal Administrative Assistant

Onsite Position

Full-Time, 37.5 Hours, Non-Exempt (Overtime Eligible)

Location: Kansas City, MO

Veracity Solutions is seeking a dedicated Legal Administrative Assistant to join our team in Kansas City.

This role is essential in ensuring the smooth operation of legal services by providing comprehensive administrative and secretarial support to attorneys. The ideal candidate will perform specialized clerical tasks while fostering a collaborative team environment.

The position primarily supports a designated group of attorneys while also offering backup assistance as needed.


Key Responsibilities

Delivering Exceptional Client Service:
Manage main phone lines, direct calls, and warmly greet clients and vendors.

  • Oversee outgoing mail, including regular, certified, and overnight deliveries.
  • Conduct legal research as required.
  • Handle electronic filings, prepare legal documents, maintain indexes, and organize exhibits.
  • Ensure files are systematically maintained and organized.
  • Draft standard legal documents, correspondence, and memoranda.
  • Review vendor invoices for accuracy and prepare timely payment requests.
  • Understand and apply client-specific billing guidelines to maintain cost efficiency.
  • Assist in the timely review and submission of prebills and client invoices.
  • Exhibit strong clerical abilities, including typing, transcribing, and proficient use of office software.
  • File court documents accurately, adhering to local and judge-specific requirements.
  • Utilize good judgment and organizational skills to manage information on behalf of clients and attorneys.
  • Provide friendly and efficient telephone support and receptionist duties.
  • Proofread documents meticulously to ensure accuracy before distribution.
  • Anticipate the needs of attorneys to enhance efficiency, including drafting correspondence and preparing documents in advance.
  • Monitor client deadlines and calendar appointments diligently.
  • Coordinate and arrange meetings, including depositions and interviews.
  • Assist attorneys with continuing legal education compliance and business development activities.
  • Prepare and submit client intake forms accurately.
  • Follow established naming conventions for document management.
  • Regularly update client files and maintain accurate pleading indices.
  • Manage attorney-specific case lists and track case statuses.
  • Handle audit requests with precision.
  • Update contact records consistently.
  • Review and file client-related emails promptly.
  • Prioritize tasks effectively and seek assistance when necessary.
  • Support colleagues and contribute to a positive work environment.
  • Accurately enter and revise timesheets.
  • Develop and maintain organizational systems to enhance efficiency.
  • Comply with office policies regarding file management and recordkeeping.
  • Effectively manage calendars for deadlines and important dates.
  • Demonstrate knowledge of the litigation process.

Qualifications

  • High school diploma required; college degree preferred.
  • Minimum of five years of experience in a legal administrative role.
  • Proficient in Lexis Nexis, Pacer, ECF, and document management systems.
  • Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Attendance & Punctuality:

Consistently arrive on time and ensure responsibilities are managed during absences.

Communication: Excellent verbal and written communication skills are essential.

Customer Service: Promptly respond to requests from attorneys and clients.

Dependability: Follow instructions and complete tasks punctually.

Professionalism: Maintain a respectful and tactful demeanor in all interactions.

Teamwork: Foster a positive team spirit and support colleagues' success.

Technical Skills: Basic proficiency in PC operations and office equipment usage is required.

  • Knowledge of legal terminology and processes is necessary.
  • Typing speed of 65+ wpm is preferred.
  • Strong computer skills in MS Office and legal software are essential.