Legal Assistant

Huff Powell & Bailey, LLC; Raleigh (NC); On-site; USD 42,000 - 64,000; Full time

Job summary

Huff Powell & Bailey, LLC is seeking a detail-oriented Legal Assistant to support Partners and Associates by drafting documents, filing pleadings, scheduling events, and maintaining case files. The role includes preparing for meetings, depositions, trials, and hearings, and coordinating with attorneys and paralegals to ensure deadlines are met.

The position requires strong organizational skills, excellent communication, and proficiency in Microsoft Office and iManage.

Qualifications

• Excellent comprehension, verbal, and written communication skills.
• Must have good judgment, integrity, and discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and iManage; familiarity with legal software is a plus.

Responsibilities

• Drafting documents, filing and serving pleadings and discovery, scheduling events and calendaring deadlines.
• Maintain and organize documents and case files under attorney direction and with paralegals.
• Prepare for meetings, depositions, trials, and hearings.
• Coordinate with attorneys and staff, send and respond to correspondence and service notices within deadlines.
• Assist paralegals and staff with overflow tasks as needed.

Skills

Communication skills

Time management

Attention to detail

Teamwork

Education

High school diploma or GED

Bachelor’s Degree preferred

Tools

iManage

Microsoft Office

Legal software

Job description

As a legal assistant for Huff, Powell & Bailey, you will be tasked with a variety of duties to support our Partners and Associates, includingdrafting documents, filing and serving pleadings and discovery, scheduling events and calendaring deadlines, maintaining and organizing documents and case files under the direction of attorneys in coordination with paralegals. You will also assist our Partners and Associates by preparing for meetings, depositions, trials, and hearings.

Essential Duties and Responsibilities includes but is not limited to the following:

• Communicate internally with attorneys and other staff and externally with clients, counsel for other parties, non-parties, the court, etc.in a professional and timely manner at all times to best represent the firm.
• Review, respond appropriately, and save properly all incoming and outgoing documents and materials from service notices, email, mail, etc. to electronic case file, as well as incoming materials to the physical file.
• Check and respond to internal and external emails at regular intervals throughout the day, so attorneys are aware of tasks accepted, status of tasks, and completion of tasks.
• Route all incoming mail to the appropriate people.
• Review, share, save, and respond properly to all electronic pleadings received via e-filing system notifications to case file and calendar, as well as distribute to internal team within 24 hours of receipt.
• Prepare shells for pleadings, discovery, and reports timely and in advance of deadlines.
• Proofread and prepare correspondence, reports, and memos in the appropriate template and email to clients once finalized.
• Proofread, finalize, file, and/or serve pleadings and other materials when attorney advises ready to be filed & served by deadline.
  • File pleadings with the Court and serve attorneys with same by email and/or mail.
• Submit vendor invoices for timely payment.
• Calendar and follow up with attorneys about upcoming client and legal deadlines.
• Provides clerical assistance to paralegals and instruction to office services’ staff as needed.
• New case setup and maintenance which includes the following under supervision of attorneys and in coordination with paralegals: (within 1-2 days of assignment)
• Send conflict check immediately
• Prepare Acknowledgment letter to client
• Save Docs from client to file, generally Complaint and Policy
• Search docket for Judge, all parties’ info, and service on our client/defendant
• Calendar all initial legal and client deadlines based on type of matter and docket, as well as on an ongoing basis
• Create and update expert checklist and witness files
• Contact Plaintiff’s counsel for medical records, as appropriate
• Create and Maintain File Info Sheet
• Create and update Certificate of Style and Case Style
• Prepare Notice of Entry of Appearance or Substitution of Counsel as appropriate
• Prepare shells for answer, discovery to plaintiff, and discovery responses of clients
• Research, retrieve, and update appropriate information in client case files including File Info Sheet, expert checklists, production logs, etc. to keep case file up to date.
• Prepare templates for responsive pleadings referred to as shell(s) on ongoing basis.
• Calendar and monitor deadlines
• Coordinate and confirm the scheduling of depositions, meetings, phone calls, mediations, etc. and organize any court reporters, notices of deposition, and/or travel arrangements associated with these events
• Prepare medical or deposition notebook binders as requested
• Save all emails to iManage in appropriate folders/subfolders
• Submit and manage invoices on behalf of attorneys or file
• Assist any partner/associate/paralegal on primary partner’s cases and as needed on various tasks/projects.
• Performs overflow duties and other duties as assigned

JOB KNOWLEDGE, SKILLS, CORE COMPETENCIES AND EXPECTATIONS:

• Excellent comprehension, verbal, and written communication skills.
• Ability to exercise good judgment and self-control.
• Enthusiasm, trustworthiness, personal integrity, and honesty.
• Must be well versed in legal terminology.
• Strong knowledge of legal terminology, legal documents, and court procedures.
• Excellent planning and time management skills.
• High level of attention to detail and accuracy.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Ability to work independently and as part of a team.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook), iManage, and other legal software applications.
• Other Requirements: Strong ethical standards and the ability to handle confidential information with discretion.

MINIMUM QUALIFICATIONS

Education/Experience:

• High school diploma or G.E.D.
• Previous law firm experience highly preferred.
• Bachelor’s Degree preferred: Prior legal secretarial procedures and techniques preferred.
• Prior experience in document or case management systems a plus.

PHYSICAL DEMANDS

• Use arms, hands and fingers to perform daily tasks.
• Ability to see and hear well (naturally or with correction).
• Sitting for extended periods of time in an office environment.
• Must be able to lift no more than 10-15 lbs.
• Able to work in a constant state of alertness in a safe manor.

The statements above are intended to describe the general nature and level of work being performed by people assigned to this job. They do not constitute an employment agreement between the employer and employee; other duties may be assigned as the needs of the employer and requirements of the job change for the company’s overall benefit.