Litigation Client Service Specialist (Legal Administrative Assistant)

Fox-Rothschild-LL; Miami (FL); On-site; USD 60,000 - 80,000; Full time

Job summary

Fox Rothschild LLP in Miami, FL is seeking a Litigation Client Service Specialist (Legal Administrative Assistant) to provide high-level administrative support to a team of attorneys, including the Office Managing Partner. You will manage calendars, prepare documents, coordinate travel, handle confidential information, and ensure timely escalation of client requests in a fast-paced law firm environment.

The role requires five years' relevant experience, Florida court filing proficiency, and

Qualifications

• Minimum of five (5) years related experience at a law firm or legal or corporate department required.
• Strong experience in Florida local and state electronic court filing procedures required.
• Proficiency with legal terminology and ability to manage multiple priorities in a fast-paced environment.
• Excellent verbal and written communication skills and high level of professionalism.

Responsibilities

• Provide superior client service by answering and screening calls and offering client assistance as needed.
• Manage attorney calendars and assist in meeting deadlines; coordinate travel arrangements.
• Prepare legal documents, memoranda, and correspondence from draft or dictated text.
• Transmit documents to clients, witnesses and court officials by electronic filing, fax, email, or mail.
• Open new matters and manage client case files with appropriate recordkeeping software.
• Calendar all critical deadlines and action dates; ensure accurate calculations and timely reminders.

Skills

Client service

Attention to detail

Communication

Multitasking

Legal terminology

Education

Associate’s Degree

Bachelor’s Degree a plus

Tools

MS Office Suite

Recordkeeping software

Job description

Litigation Client Service Specialist (Legal Administrative Assistant)

Locations

Showing 1 location

Miami, FL 33131, USA

• On-site
• Legal Administrative Asst
• Full-Time

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, including the Office Managing Partner, 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.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

Education:

• 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 Florida 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 Florida 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

Medium Work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects 20 to 50 pounds frequently, and/or greater than negligible up to 10 pounds.

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.

Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department,[e-mail] .

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.