Legal Practice Assistant Float

Foster Garvey PC; Portland (OR); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement plan, match, and P/S

Paid time off and holidays

Disability and life insurance

Parental leave

Job summary

Foster Garvey PC in Portland seeks a Legal Practice Assistant Float to support multiple attorneys across practice groups, stepping in during overflow or absences and collaborating with the Legal Practice Assistant team. The role is non-exempt and requires in-person presence five days a week, with overtime possible to meet client needs.

The successful candidate will demonstrate strong written, verbal, and interpersonal skills and the ability to work in a fast-paced environment.

Qualifications

• 5+ years of litigation legal assistant experience in a law firm.
• Notary certification or willingness to obtain certification.
• In-depth knowledge of Oregon state and federal court rules and e-filing procedures.

Responsibilities

• Format, draft, edit, and proofread documents, reports, pleadings, and correspondence.
• Review Portland Office Scheduling Calendar daily.
• Coordinate document production to the court.
• Meet deadlines by coordinating legal work and messenger services.
• Coordinate and supervise large mailings or deliveries to meet deadlines and filings with courts and agencies.
• Manage docketing calendar and ensure adherence to deadlines (practice area dependent).
• Handle mail, facsimiles, and date stamps; distribute promptly.
• Support billing by reviewing timekeeping and statements for accuracy.
• Assist attorneys with calendar management and travel arrangements; coordinate meetings and events.
• Maintain filing (electronic and paper) per Firm standards; update CRM data in Interaction.

Skills

Communication skills

Attention to deadlines

Customer service

Education

High school diploma

Associate or Bachelor's preferred

Tools

Microsoft Office

Outlook

Docusign

Adobe Acrobat

iManage

NetDocuments

Interaction CRM

Zoom/MS Teams

Job description

Foster Garvey PC, one of the Pacific Northwest’s leading law firms, is looking for a Legal Practice Assistant Float to join the Portland office. The Float provides legal assistant support to assigned attorneys in various practice groups whenever needed due to overflow or absence and collaborates with the Legal Practice Assistant team.

This is a non-exempt position. An in-person presence is required for this position, 5 days a week, Monday through Friday, within normal business hours. Occasional overtime may be required to accommodate client needs.

The successful candidate will have excellent written, verbal, and interpersonal communication skills; be punctual and have consistent attendance; and be able to work in a fast-paced, deadline-driven environment.

Responsibilities:

• Format, draft, edit, and proofread documents, reports, pleadings, filings, and all correspondence, from draft to client- or court-ready final
• Review Portland Office Scheduling Calendar daily
• Coordinate document production to the court
• Consistently meet deadlines by effectively coordinating legal work through word processing, editing, communications, and messenger services for the prompt production and accurate delivery of documents
• Coordinate and supervise large mailings or deliveries to meet important deadlines and requirements, including filings with states and federal courts and governmental agencies
• Depending on the practice area, may manage docketing calendar and ensure adherence to deadlines
• Handle incoming and outgoing mail, facsimiles, and date stamps, and distribute promptly upon receipt throughout the day
• If requested, edit attorney time records through established Firm systems ensuring accuracy of input
• Support the billing process by reviewing WIPS and final statements, and flagging and working with the attorneys and Accounting to ensure resolution of any inaccuracies
• Assist attorneys with management of their calendars, including proactive coordination with the attorney in advance of commitments and deadlines by using automated calendar management tools Provide prompt communication to attorneys and clients regarding any scheduling conflicts
• Plan and coordinate travel arrangements
• Assist with coordination of large internal and external meetings, conferences, and events
• Develop an understanding of the Firm’s practice groups
• Maintain filing, both electronic and paper, according to Firm standards
• Participate in maintaining the Firm’s CRM data in Interaction
• Prepare credit card vouchers, check requests, and other important accounting forms
• Back-up receptionist duties, including answering and directing incoming calls, and forwarding messages; greeting, assisting and/or directing visitors when needed; conference room set-up; and clean-up when available
• Other duties or projects as assigned

Job Requirements:

Skills:

• In-depth current knowledge of Oregon state and federal court rules and e-filing procedures
• Proficiency/experience using various technology programs including:
• Microsoft Office, Outlook, Docusign, Adobe Acrobat
• Electronic timekeeping and billing systems
• Remote access tunnels and ShareFile
• Document management systems, such as iManage and NetDocuments
• Client Management Systems (Interaction), Zoom, or MS Teams
• Research tools (Pacer, SimpliFile, Internet search engines)
• Expense management software such as Chrome River or Concur
• Ability to conduct basic research using both standard and electronic methods
• Provide excellent customer service to both internal and external clients
• Familiarity with court and procedural rules in area(s) in which attorneys practice
• Familiarity with legal terminology

Education and Experience:

• High school diploma required. Associate’s or Bachelor’s degree preferred
• 5+ years of litigation legal assistant experience in a law firm required; experience in other areas of law a plus
• Notary certification or willingness to obtain certification required
• In-person and virtual training opportunities.
• Collaboration across all Foster Garvey offices
• Workplace Wellness Program, and more!

Salary Range:

The pay range for this position is $75,000 - $95,000 annually; however, actual pay may vary depending on the candidate's education, training, experience, location, and other job-related factors permitted by law.

Other Compensation and Benefits:

Foster Garvey offers a competitive compensation and benefits package** including, but not limited to, the following:

• Medical, dental, and vision insurance
• 401(k) retirement plan, match, and profit-sharing
• Paid time off plus paid holidays throughout the calendar year
• Disability and life insurance
• Parental leave
• Community service leave
• Annual discretionary bonus, and more
• The provision of benefits is contingent on an employee's ability to meet the eligibility requirements for the various types of benefits as outlined in the benefit plan documents and Firm policies.

Pre-Employment Screening:

Any job offer will be contingent upon successful completion of a pre-employment background screening. We look forward to hearing from you!

Foster Garvey PC is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national origin, ancestry, religion, age, citizenship, sex, marital status, military or veteran status, disability, sexual orientation, gender expression or identity, genetic information, or any other basis prohibited by federal, state, or local law.