Legal Administrative Assistant – Civil Rights Litigation

Rupp Pfalzgraf LLC; Buffalo (NY); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

Paid time off

Medical/dental/vision insurance

401k with Firm contribution

Profit sharing eligibility

Short/long-term disability insurance

Employee assistance program

ID protection insurance

Spouse/child insurance

Year-end performance bonus

Job summary

Rupp Pfalzgraf LLC in Buffalo, NY seeks an experienced Legal Administrative Assistant to support Civil Rights litigation matters. The role focuses on case organization, deadline monitoring, and client communication, assisting supervising attorneys and maintaining meticulous documentation.

The ideal candidate has 3+ years of legal support experience, excellent organizational skills, and the ability to manage multiple deadlines with discretion and professionalism.

Qualifications

• 3+ years of experience as a Legal Secretary, Legal Assistant, or Legal Administrative Assistant.
• Exceptional organizational skills and attention to detail.
• Ability to independently manage multiple deadlines and priorities.
• Proactive with strong written and verbal communication.

Responsibilities

• Oversee organization of active matters and maintain case files.
• Track deadlines, hearings, and filing requirements; remind attorneys and clients.
• Manage attorney calendar including court dates and depositions.
• Prepare materials for meetings, hearings, and filings in advance.
• Coordinate document exchange with clients, experts, and opposing counsel.
• Support litigation matters with file organization and motion/brief binders.

Skills

Organizational skills

Deadline management

Written and verbal communication

Independent multi-tasking

Legal secretarial experience

CM/ECF knowledge

Education

High school diploma or equivalent

Associates degree or Paralegal Certificate

Tools

CM/ECF

PACER

Job description

Legal Administrative Assistant – Civil Rights Litigation

Legal Administrative Assistant (Civil Rights Litigation)

About Us

Rupp Pfalzgraf LLC is a full-service law firm headquartered in downtown Buffalo, with offices across New York State. We are a team of problem solvers who take a practical, solutions-focused approach to our work and value the contributions of every team member. Our firm offers opportunities to develop, take on new challenges, and grow within a collaborative environment.

Role Summary

We are seeking an experienced Legal Administrative Assistant with 3+ years of legal support experience to provide high-level administrative and case management support to the supervising attorney in our Civil Rights practice area. This role is ideal for a highly organized, proactive legal secretary or legal assistant who thrives on managing moving parts, keeping cases on track, anticipating attorney needs, and ensuring nothing falls through the cracks. In this role, you will be a trusted right-hand partner to the supervising attorney, taking ownership of case organization, deadline monitoring, and client communication support.

Key Responsibilities

• Oversee organization of active matters, including maintaining electronic and physical case files.
• Track and monitor deadlines, hearings, filing requirements, and case milestones, including statutes of limitations and notice-of-claim deadlines; proactively remind attorney and clients of upcoming obligations.
• Manage attorney calendar, including court dates, depositions, hearings, agency deadlines, and client meetings.
• Anticipate attorney needs by preparing materials in advance of meetings, hearings, and filings.
• Proactively follow up with clients, witnesses, experts, opposing counsel, and government agencies as directed.
• Provide client communication support, including scheduling, status updates, and document requests, with discretion and sensitivity.
• Ensure all case-related documents are properly filed, labeled, and accessible.
• Prepare, format, and proofread correspondence, applications, and legal documents.
• Coordinate court and agency submissions, including assembling hearing packets and exhibits.
• Prepare binders, discovery materials, and case files.
• Assist with billing entry, time tracking, and general administrative support.
• Coordinate document exchange with clients, experts, and opposing counsel, including discovery and records requests.
• Support litigation matters through file organization and preparation of motion/brief binders.
• Support the attorney on federal matters, including e-filing through CM/ECF, monitoring dockets in PACER, and tracking deadlines under the Federal Rules of Civil Procedure and local court rules.
• Additional duties as assigned.

Qualifications

• High school diploma or equivalent required; associates degree or Paralegal Certificate, or an equivalent combination of education and experience preferred.
• 3+ years of experience as a Legal Secretary, Legal Assistant, or Legal Administrative Assistant.
• Exceptional organizational skills and attention to detail.
• Demonstrated ability to independently manage multiple deadlines and priorities.
• Highly proactive with the ability to anticipate needs and take initiative.
• Strong written and verbal communication skills.
• Experience in civil rights, employment, municipal, or litigation practice areas preferred.
• Familiarity with federal court practice, including CM/ECF and PACER, preferred.
• Ability to work collaboratively in a team-oriented environment.

Compensation

$26.00 – $32.00 per hour, based on skillset and experience.

Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long-term disability insurance, employee assistance program, ID protection insurance, employee/spouse/child insurance, and opportunity for a year-end performance bonus.

All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.