Legal Administrative Assistant

Summary
The LAA is responsible for producing a variety of work product related to the attorney/client interaction. The LAA must be able to work effectively with a variety of law firm members, including numerous lawyers, paralegals, and staff members. In all situations, it is expected that the LAA will maintain the highest levels of respect, confidentiality and professionalism in the execution of the responsibilities.

This position reports to the IP Administrator; on a day-to-day basis, works under the direction of the attorneys and paralegals to whom the Legal Administrative Assistant (LAA) is assigned.

Please submit your application by no later than 45 days following the posted date. Applications received after this date may not be considered.

Required Education & Experience

• High School diploma or equivalent.
• 3-4 years LAA experience or equivalent.
• Strong computer skills required with Microsoft Word, Excel and Outlook, as well as with file document management tools such as iManage.

Preferred Education & Experience

• College or business school.
• Prior experience in the assigned practice area(s).
• Patent and/or trademark prosecution experience preferred.
• Understanding of rules, practices, and procedures of USPTO and experience with web filings with the USPTO is a plus.
• Law Firm experience preferred.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
In order to perform one (1) or more essential functions of this role, a minimum of three (3) days in the office is required.

• Legal Administrative Support (75%)

• Prepare patent and trademark form documents for filing and for client communications regarding filings and deadlines.

• Monitor attorney docket and prepare client reminders regarding deadlines.
• Responsible for typing and modifying legal documents accurately and within requested timeframes for assigned legal group, prioritizing work among assignments and meeting specific deadlines on projects
• Coordinates lengthy and complex document preparation with Work Product Support Services as needed.
• Prepares documents for e-filing as required.
• Reviews and routes incoming mail. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required.
• Ensures that all attachments, exhibits and enclosures are included.
• Maintains paper and electronic files in compliance with current policies.
• Routes correspondence to docketing in accordance with procedures.
• Marks case or matter related documents as needed with filing instructions to ensure proper scanning and electronic filing.
• Maintains administrative files for assigned attorneys.
• Responsible for professionally managing incoming calls, including client calls, assisting in coordinating timekeeper calendars, expense reports, travel and meeting arrangements.
• Coordinates specific client dates with the Calendar/Docket Department as needed.
• Prepares and processes new matter forms.
• Receives and screens phone calls and takes messages as required.
• Receives and directs clients and visitors.
• Schedules meetings and arranges for conference rooms and meals.
• Maintains and updates contact names and addresses in the contact database.
• Communicates effectively with clients and with others in the Firm.

• Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines.

• Client Billing Coordinator (20%)

• Prepares daily time entries for assigned attorneys utilizing Firm approved narrative guidelines, and submits in a timely manner to Accounting.

• Prepares expense reimbursement/disbursement requests.

• Coordinates client billing matters with Accounting billing staff, attorneys, and clients; prepares billing letters and other requested client financial updates; assists attorneys with tracking and monitoring alternative fee arrangements; assists attorneys with automation, tracking and monitoring of matter budgets.

• General and Administrative (5%)

• Proactively demonstrates effective teamwork and provides assistance to other LAAs as time permits.

• Serves as a backup LAA to assigned timekeepers.
• Works cooperatively with other departments and individuals in the Firm.
• Performs other duties as assigned.

Competencies

• Strong verbal and written communication skills.
• Self-motivated with excellent organizational skills and attention to detail.
• Highly professional with a strong customer service orientation, commitment to meeting deadlines, and ability to multitask in a fast-paced and dynamic environment.
• Strong professional, independent thinking skills with strength in problem solving and the ability to offer constructive opinions and creative solutions.
• A team player who motivates and educates other team members.
• Regular and predictable attendance is an essential function of the position.

Supervisory Responsibility
This position has no supervisory responsibilities.

Travel
No travel is expected for this position.

Work Environment & Physical Demands
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the responsibilities of the position, these work environment characteristics are representative of the environment the person in this position will encounter. While performing the duties of this job, the employee will work in a professional, fast paced office environment that may require additional hours to complete work.

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the position. If an employee is unable to perform the essential functions of the position, Stinson LLP will evaluate whether a reasonable accommodation can be made to enable the employee to perform the described essential functions of the position. Generally, due to the nature of this office position, while performing the responsibilities of the position, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds. Vision abilities required by the job include close vision.

EEO Statement
Stinson LLP is an equal employment opportunity (EEO) employer. We encourage qualified minority, female, veteran, disabled, and other diverse candidates to apply to be considered for open positions. We offer a competitive compensation and benefits package. We conduct criminal background checks on all individuals offered employment. Information gathered through applicant voluntary self-identification will be used for statistical reporting and to measure the effectiveness of our EEO outreach efforts. All information is requested on a voluntary basis and will be kept confidential. We will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.