Legal Administrative Assistant, Banking & Financial Services

Phillips Lytle Llp; Buffalo (NY); On-site; USD 30,000 - 41,000; Full time

Job summary

Phillips Lytle Llp is seeking a Legal Administrative Assistant in Buffalo, NY. This role provides secretarial and administrative support to attorneys and paralegals, handling complex clerical tasks and collaborating within a team environment.

Qualifications include a high school diploma (two years of college preferred) and at least two years of prior experience as a Legal Administrative Assistant. Strong MS Word/Outlook skills and accurate typing are essential.

Qualifications

• High school diploma required; at least two years of college preferred.
• At least two years of experience as a Legal Administrative Assistant preferred; prior experience in the practice area desirable.
• Strong knowledge of legal terminology, documents, and processes.

Responsibilities

• Prepare and organize opening or closing of Matters under attorney direction.
• Process New Matter Intake forms and prepare documents for e-filing.
• Transcribe and prepare complex legal documents and correspondence.
• Maintain paper and electronic files per Firm policies.
• Coordinate document preparation with support departments; ensure attachments are included.
• Manage calendars for assigned attorneys and paralegals; arrange meetings.

Skills

Legal terminology

Legal documents

Legal processes

Typing 60 wpm

MS Word

Outlook

Time entry

Billing

Document management

Proofreading

Communication

Interpersonal skills

Organization

Education

High school diploma

Two years college preferred

Tools

MS Word

Outlook

Billing systems

Job description

Job Details

Job Location: BUFFALO, NY 14203

Position Type: Legal Support

Salary Range: $22.00 - $30.00 Hourly

Job Category: Bankruptcy and Creditors' Rights Law

Job Summary

The Legal Administrative Assistant supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys and paralegals, performing complex and specialized administrative clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment.

Essential Duties and Responsibilities

• Under attorney direction, prepare and organize opening or closing of Matters.
• Prepares and processes New Matter Intake forms.
• Prepares documents for e-filing as required. Responsible to accurately transcribe legal documents and materials.
• Prepare, revise, and process correspondence and memoranda as well as complex legal documents according to the requirements set by the relevant Practice Group.
• Maintains paper and electronic files in compliance with the Firm’s policies.
• Coordinates lengthy and complex document preparation with the appropriate support departments, as needed. Ensures that all attachments, exhibits and enclosures are included.
• Reviews and routes incoming mail and faxes. Prepares and processes outgoing mail, arranging for faxing, specialized mail or messenger services as required.
• Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
• Prepares daily time entries for assigned attorneys and paralegals and submits in a timely manner. Prepares expense reimbursement and disbursement requests. Coordinates client billing matters with the billing staff in the Accounting Department as needed.
• 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.
• Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports.
• Uphold the firm’s reputation as the premier source for sophisticated legal counsel by delivering superior outcomes, service, and value to every client and matter.
• Performs other duties as assigned.

Qualifications

• High school diploma required; at least two years of college preferred.
• At least two (2) years of experience as a Legal Administrative Assistant is preferred; prior experience in the assigned practice area(s) is desirable.

Knowledge, Skills and Abilities

• Demonstrated knowledge of legal terminology, legal documents, and legal processes in the assigned practice area(s).
• Accurate typing at a net speed of at least 60 words per minute preferred.
• Highly proficient in using MS Word and Outlook; computer skills sufficient to become proficient in the various computer applications used by Legal Administrative Assistants, such as time entry, billing, document management, etc.
• Excellent communication skills, both written and oral; solid command of the English language; demonstrated understanding of correct grammar, spelling and punctuation; excellent proofreading skills.
• Strong interpersonal skills; ability to work effectively, cooperatively and proactively within a team environment.
• Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and to meet deadlines.
• Strong organizational skills, basic math skills, and attention to detail.
• Initiative, flexibility, resiliency, and a willingness to adapt to change.