IP Practice Assistant- 3679074

AMS Staffing Inc.; San Francisco (CA); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Referral Fee: AMS will pay $500 should

the person you refer gets hired

Job summary

The IP Legal Practice Assistant will work directly with multiple partners and senior associates to manage lawyers' practices and complete complex administrative tasks. They will be key representatives for their supported lawyers, their practice areas, and teams.

Responsibilities include editing legal documents, preparing court filings, maintaining digital and physical files, coordinating travel, time tracking, and assisting with new business intake and invoicing. A Bachelor's degree is required.

Qualifications

• Bachelor's degree is required.
• Proficiency with Microsoft Office Suite and document management tools.
• Experience with iManage, Forte and Litera Compare preferred.
• Familiarity with Concur, Basware, and billing apps like Intapp Time and Paperless Proforma.
• Knowledge of FileTrail, Adobe Acrobat Pro, DocuSign, eFax and related systems.
• Experience with Metastorm is a plus and ability to type 65 wpm or more.
• Occasional overtime work may be required.

Responsibilities

• Creating, editing, and proofreading correspondence and practice area documents; generate reports and organize binders.
• Create and edit charts and spreadsheets with basic formulas.
• Create and edit PowerPoint presentations.
• Respond to client inquiries, billable or non-billable, and meet client requests promptly.
• Prepare and coordinate court filings (physical and ECF).
• Provide trial and hearing support.
• Assist with new business intake, conflict checks, and engagement letters.
• Maintain organized electronic and physical files and timekeeping for timekeepers.
• Prepare monthly client invoices and review narratives and billing details.
• Support with expense reports, vendor invoices, and Research/DocuSign etc.

Education

Bachelor's degree

Tools

Microsoft Office Suite

iManage

Forte

Litera Compare

Concur

Basware

Intapp Time

Paperless Proforma

Elite Enterprise

3E

FileTrail

Adobe Acrobat Pro

DocuSign

eFax

PS Ship

Metastorm

Job description

Please connect with me on LinkedIn as well @Michelle Wirtz

Job Title: IP Legal Practice Assistant

Work Environment: 3 days onsite (Wednesdays are mandatory)

Term: Permanent

Bachelor's degree required: Yes

Referral Fee: AMS will pay $500 should the person you refer gets hired

Job Description:

The IP Legal Practice Assistant will work directly with multiple partners and senior associates to manage lawyers' practices and complete complex administrative tasks. Those in this role are key representatives and thought partners for their supported lawyers, their practice areas, and teams. They possess and utilize knowledge of practice area-specific processes, legal terminology, and client requirements to identify and resolve issues. They work with lawyers, other timekeepers, and Firm departments to achieve continuity of client service. The hallmarks of a Senior Practice Assistant are exceptional organizational skills, sound judgment and decision-making abilities, effective multi-tasking, prioritizing, and meeting deadlines.

Responsibilities:

• Creating, editing, and proofreading correspondence and practice area-specific legal documents, generating document comparison reports, document and binder assembly, mailings


• Creating and editing charts and spreadsheets containing basic formulas


• Creating and editing PowerPoint presentations


• Responding to general client inquires, which may be billable or non-billable, and meeting client requests and expectations in a timely and consistent manner (e.g., document revisions, scanning records to PDF, applying naming conventions to file, photocopying, etc.)


• Preparing and coordinating court and other legal filings (physical and ECF)


• Providing trial and hearing support


• Assisting with new business intake process (submitting conflict checks, drafting file opening requests, drafting engagement letters)


• Maintaining an organized system for electronic files, including scanning files and running critical checks to ensure files and records are saved properly to the Firm’s document management system


• Maintaining an organized system for physical files including intake, retention, retrieval, and transfer of records


• Coordinating, entering, and editing daily time recording for timekeepers


• Preparing monthly client invoices (including reviewing bill narratives and making edits, critical attention to pertinent details such as billing rates, client billing requirements, applicable discounts, etc., forwarding to and following-up with reviewers, submission, status tracking, and transmittal to clients)


• Understanding and drafting alternative fee arrangements


• Working with lawyers to produce client and matter budgets, track payments received and status of collections, assisting with collection efforts


• Preparing and submitting expense reimbursement reports


• Coding and submitting vendor invoices for payment


• Utilizing other Firm resources, such as internal library, Internet, etc. to perform research


• Assisting with administrative support such as Continuing Legal Education tracking, attorney licensing renewals, etc.


• Coordinating arrangements, logistics and obtaining required approvals for domestic and international travel utilizing the Firm’s travel provider


• Answering and placing telephone calls, maintaining timekeeper calendars and client contact lists, scheduling meetings and coordinating logistic


• Assisting with training and providing orientation for new and/or less experienced staff members


• Assisting other Practice Assistants and Senior Practice Assistants with overflow work, providing back-up legal and/or reception support, providing support at client services functions and events


• Providing occasional marketing and business development support


• Performing other relevant administrative duties as directed by manager, lawyers, practice area leaders, coordinators or department heads to assist with practice development initiatives and project work

Qualifications/Requirements:

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)


• Document management system such as iManage


• Document template and processing systems such as Forte, Litera Compare


• Expense reimbursement and vendor invoice payment systems such as Concur, Basware


• Billing applications such as Intapp Time, Paperless Proforma, Elite Enterprise, 3E


• File Management Systems such as FileTrail


• Portable Document Format files (PDF) editor software such as Adobe Acrobat Pro


• Other business process applications such as Metastorm, DocuSign, eFax, PS Ship


• Typing speed of 65 words per minute or above


• Occasional overtime work is required according to practice or business needs.