Litigation Client Service Specialist (Legal Administrative Assistant)

Fox Rothschild; Denver (CO); On-site; USD 48,000 - 54,000; Full time

Job summary

Fox Rothschild LLP in Denver, CO, is seeking a Client Service Specialist to provide legal administrative support to a team of attorneys. The role emphasizes superior client service, calendar management, document preparation, and confidential handling of client information.

Candidates should have 5+ years of law-firm experience with Colorado court filing procedures, strong MS Office skills, and excellent communication abilities.

Qualifications

• Associate’s Degree preferred; Bachelor’s Degree a plus; applicable work experience may be considered in lieu of a degree.
• Minimum of five (5) years related experience at a law firm or legal or corporate department.
• Strong experience in Colorado local and state electronic court filing procedures.

Responsibilities

• Provide superior client service by answering and screening calls in a courteous and timely manner and providing other client assistance when needed.
• Work closely with attorneys and clients to ensure seamless transfer of information.
• Facilitates the management of client specific data to enhance the overall approach to dedicated interactions.
• Manage workflow of assigned tasks and projects, prioritizing incoming tasks to meet deadlines and coordinate with other support services to complete work.
• Manage attorney calendars and assist in meeting deadlines, coordinate attorney and/or client travel arrangements and collaborate with the client regarding same.
• Prepare legal documents, memoranda, and correspondence from draft or dictated text.
• Create, edit, format, and proofread documents, spreadsheets and presentations with the highest level of accuracy and attention to detail.
• Assist multiple attorneys as primary assignment and provide additional support, back‐up, and PTO coverage for the CSS assigned to the team.
• Transmit legal documents, memoranda, and correspondence to clients, witnesses and court officials by electronic filing, fax, email, mail and/or messenger.
• Process new business requests by working closely with the New Business Intake Team by opening new matters; preparing and reviewing conflicts submissions; close matters; and create and maintain client case files using appropriate recordkeeping software.
• Calendar all critical deadlines and other dates requiring action into a calendaring database and ensure accurate calculations; maintain and manage these deadlines.

Skills

Client service

Legal terminology

Attention to detail

MS Office

Typing 60 wpm

Court filing procedures

Communication skills

Confidentiality

Education

Associate’s Degree

Bachelor’s Degree

Tools

Recordkeeping software

Electronic filing system

Job description

As a member of the Client Service Team (CST), the Client Service Specialist (CSS) is responsible for providing legal administrative support to a team of attorneys by performing complex, administrative assistance using specialized knowledge of the assigned practice area(s). The CSS works collaboratively and cooperatively with others in a team-oriented environment to deliver the highest level of service to internal and external clients.

Essential Functions

Attorney Support

• Provide superior client service by answering and screening calls in a courteous and timely manner and providing other client assistance when needed.
• Work closely with attorneys and clients to ensure seamless transfer of information.
• Facilitates the management of client specific data to enhance the overall approach to dedicated interactions.
• Manage workflow of assigned tasks and projects, prioritizing incoming tasks to meet deadlines and coordinate with other support services to complete work.
• Manage attorney calendars and assist in meeting deadlines, coordinate attorney and/or client travel arrangements and collaborate with the client regarding same.
• Prepare legal documents, memoranda, and correspondence from draft or dictated text.
• Create, edit, format, and proofread documents, spreadsheets and presentations with the highest level of accuracy and attention to detail.
• Assist multiple attorneys as primary assignment and provide additional support, back‐up, and PTO coverage for the CSS assigned to the team.
• Transmit legal documents, memoranda, and correspondence to clients, witnesses and court officials by electronic filing, fax, email, mail and/or messenger.
• Process new business requests by working closely with the New Business Intake Team by opening new matters; preparing and reviewing conflicts submissions; close matters; and create and maintain client case files using appropriate recordkeeping software.
• Calendar all critical deadlines and other dates requiring action into a calendaring database and ensure accurate calculations; maintain and manage these deadlines.
  
  

Collaboration and Teamwork

• Work proactively with Legal Team Assistants to accomplish tasks.
• Collaborate with resources, including Attorney Resource Center, as appropriate to complete projects and tasks.
• Adhere to all firm policies, procedures, standards and guidelines while maintaining confidentiality.
  
  

Additional Functions

• Other related duties, as assigned.
  
  

Education

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

• Associate’s Degree preferred; Bachelor’s Degree a plus; applicable work experience may be considered in lieu of a degree.
  
  

Experience

• Minimum of five (5) years related experience at a law firm or legal or corporate department required.
• Strong experience in Colorado local and state electronic court filing procedures required.
  
  

Knowledge, Skills, & Abilities

• Ability to effectively gather and summarize data for reports, find solutions to various administrative problems and prioritize work.
• Working knowledge of Colorado state and local court filing procedures and federal court rules.
• Must exhibit a high degree of initiative in managing multiple priorities simultaneously in a fast-paced, high-pressure, deadline-driven and detail-oriented work environment utilizing excellent judgment, initiative, decision-making skills and the ability to work independently.
• Excellent verbal and written communication skills. High level of inter-personal skills required to handle sensitive and confidential situations.
• Position requires a highly professional demeanor and appearance including possessing poise, tact and diplomacy.
• Ability to maintain highest level of confidentiality and provide outstanding customer service to internal and external clients/contacts.
• Proven proficiency using legal terminology and experience working in related practice area(s).
• Experience with court/administrative related agency filings and meeting related deadlines.
• Possess a high level of proficiency using a variety of office equipment including personal computer, telephone, transcription equipment, printer, and copier.
• Keyboarding skills of 60 wpm or higher required.
• Must have intermediate-level working knowledge of the MS Office Suite including Outlook, Word, Excel and PowerPoint.
  
  

Work Environment & Physical Demands

This job operates in a clerical, office setting. This role routinely uses standard office equipment including, but not limited to computers, telephones, printers, and copiers.

Based on business needs, this position requires consistent in-office attendance as an essential function of the role.

Physical Requirements

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.

Compensation & Benefits

The salary range for this position applies to the respective listed location. The salary range reflects a variety of factors that are considered in making compensation decisions, including but not limited to experience, education, licensure and/or certifications, geographic location, market demands and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the range for a position. Reasonable estimate of the current range for this position is:

• State of Colorado: $35.10 - $38.94 per hour
  
  

For information on Fox Rothschild's compensation and benefits visit: Compensation & Benefits (foxrothschild.com)

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

The Firm provides equal employment opportunity to all employees and applicants for employment without regard to a person’s race, color, religion, sex, gender, pregnancy, childbirth, breastfeeding or related medical conditions, gender identity or expression, sexual orientation, age, ancestry, national origin, marital status, military or veteran’s status, medical condition, disability, individual genetic information, protected leave or any other factor protected under federal or state applicable laws.