Phelps Dunbar LLP is an AmLaw 200 full-service law firm. The Legal Assistant is responsible for supporting a group of attorneys within the Business practice group through the performance of complex secretarial, administrative and substantive legal duties.
Essential Duties and Responsibilities:
- Assist attorneys in all stages of business and commercial real estate transactions (i.e. forming corporations, limited liability companies, partnerships and other legal entities); commercial financing transactions; utility/electric regulatory law and healthcare law.
- Leverage technology resources including the use of the latest AI applications to ensure the group of attorneys is operating as efficiently and effectively as possible.
- Identify most efficient and effective manner to complete tasks.
- Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics using office software applications.
- A knowledge and appreciation of the legal processes that facilitate the accurate preparation of client documents and responding to filing or closing deadlines.
- Professional demeanor when engaging with attorneys, clients and firm personnel.
- Make travel arrangements.
- Handle incoming and outgoing mail, faxes and scan documents.
- Ensure that documents are saved and filed into the appropriate workspaces/folders in IManage.
- Maintain the daily calendar of each attorney including, but not limited to, scheduling appointments, meetings and travel arrangements.
- Maintain Outlook contacts for each attorney as appropriate.
- Maintain updated correspondence and pleadings files. Handle personally or oversee a records clerk as to filing, indexing, and creating sub-files. (this should be electronic for most part)
- Maintain a master list for each file and update the list as new files or matters are opened. Maintain a master physical file location list.
- Open files, close files and assist with conflicts checks.
- Requests reimbursement for attorneys through Chrome River and for client costs through Accounts Payable.
- Enter attorneys’ time and post time into the 3E workspace.
- Collaborate with the Billing Department to produce client proformas and send client invoices.
- Maintain a good working rapport with clients which requires discretion and judgment.
- Regular and predictable attendance is an essential function of the job.
Education and Experience Required:
- A high school diploma or equivalency is required; an associate degree, business school certificate or related education is desirable.
- Three years legal secretarial experience in business and/or commercial real estate is preferred.
Qualifications and Skills Required:
- Strong knowledge of and ability to apply office software applications including Word, Excel, PowerPoint, Outlook and PDF.
- Working knowledge of legal practices, terminology, documents and court procedures.
- Working knowledge of the firm’s litigation and transactional support tools.
- Ability to interact and communicate effectively in a business environment.
- Flexible, solutions-oriented approach and the ability to work under pressure and handle multiple priorities from multiple sources.
- Ability to accurately type a minimum of 60 words per minute.
- Excellent spelling, grammar, proofreading, transcription and general clerical skills.
- Ability to coordinate work activities; prepare legal correspondence and documents; transcribe dictation; organize and maintain files and records.
- Ability to operate standard office equipment, including personal computer, copier, multi-function printers, facsimile, and telephone.
Performance Measures:
The Legal Assistant will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited, to the following performance criteria:
- Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
- Expertise with available software and technology tools, understanding of secretarial and office procedures; equipment; legal terminology; attention to detail.
- Dependability and cooperation with attorneys, clients and other support staff.
- Adherence to office policies and procedures.
