Litigation Client Service Specialist (Legal Administrative Assistant)

Fox Rothschild; Minneapolis (MN); On-site; USD 70,000 - 95,000; Full time

Job summary

A prominent law firm in Minneapolis is seeking a Client Service Specialist to provide legal administrative support. The role involves managing attorney schedules, preparing documents, and ensuring excellent client service. Ideal candidates will have significant experience in a legal environment and strong communication skills. This position offers a collaborative work environment with opportunities for professional growth.

Qualifications

• Minimum of five years related experience at a law firm required.
• Working knowledge of Minnesota court filing procedures and federal court rules.

Responsibilities

• Provide superior client service by managing attorney calendars and client interactions.
• Prepare legal documents and manage workflow of assigned tasks.

Skills

Communication

Customer Service

Data Gathering

Confidentiality

Initiative

Education

Associate’s Degree

Bachelor’s Degree

Tools

MS Office Suite

Job description

As a member of the Client Services Team (CST), the Client Service Specialist (CSS) Specialist 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.

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.

Knowledge, Skills, & Abilities :

• Ability to effectively gather and summarize data for reports, find solutions to various administrative problems and prioritize work.
• Working knowledge of Minnesota 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.

COMPENSATION & BENEFITS

The salary ranges for this position apply to the respective listed locations. 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 estimates of the current ranges for this position are :

• State of Minnesota : $70,000 - $95,000

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