Practice Assistant - 3507756

AMS-Staffing-Inc; Costa Mesa (CA); Hybrid; USD 52,000 - 98,000; Full time

Job summary

AMS Staffing, Inc. is seeking a Practice Assistant in Costa Mesa, CA to support attorneys with secretarial and administrative tasks.

The role involves document preparation, calendar management, billing coordination, and general office support in a hybrid work environment. The ideal candidate has 4+ years as a practice assistant or legal secretary, strong legal terminology knowledge, fast typing (≥70 wpm), excellent communication and proofreading skills, and proficient MS Office usage.

Qualifications

• 4+ years of experience as a practice assistant or legal secretary
• Knowledge of legal terminology, legal documents and legal processes
• Typing speed of at least 70 words per minute
• Strong computer proficiency in MS Office and legal software
• Excellent written and verbal communication skills
• Strong proofreading and organizational skills
• Ability to work independently and as part of a team
• Regular predictable attendance

Responsibilities

• Prepare documents and correspondence using word processing and document management software; draft routine letters and documents; ensure correct formatting and proofreading
• Process mail and faxes; route communications and ensure attachments are included
• Maintain calendars for assigned attorneys; schedule meetings and deadlines
• Maintain paper and electronic files in compliance with internal policies
• Handle time entries, expense reimbursements, and client billing coordination
• Provide general administrative support; screen calls, greet clients, arrange travel and meetings
• Assist with mentoring new staff and piloting new software

Skills

Excellent communication skills

Strong proofreading skills

Time management skills

Attention to detail

Education

Associate degree

Tools

MS Office

Document management software

E-filing software

Job description

Job Title: Practice Assistant

Location: Costa Mesa, CA 92626

Salary/Payrate: $52K-$98K, bonus and AWESOME benefits!!!

Work Environment: Hybrid (2 days WFH after 6-months)

Term: Permanent / Fulltime

Associate degree required: Yes

JOB DESCRIPTION

Our Orange County, CA office is looking for a Practice Assistant to join our growing firm. On a day-to-day basis, works under the direction of attorneys and paralegals to whom the Practice Assistant is assigned.Under general supervision, supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment.This position supports multiple attorneys as primary assignments and also provides back-up secretarial assistance to other attorneys as assigned.May also provide back-up to receptionist as necessary, depending on size of office.

Responsibilities:

• Preparing Documents: Using word processing and document management software, the Practice Assistant prepares and processes correspondence and memoranda as well as complex legal documents according to the requirements set by each practice group. Independently composes and drafts routine cover letters and documents. Proofreads documents and checks for appropriate formatting, spelling and grammar. Prepares revisions and redlines documents as directed. Prepares documents for e-filing as required.
• Processes Mail: Reviews and routes incoming mail and fax communications. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensures that all attachments, exhibits and enclosures are included.
• Maintains Calendar: Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
• Maintains Files: Maintains paper and electronic files in compliance with internal policies. Performs routine filing and retrieves files as needed. Maintains chronological files and administrative files for assigned attorneys.
• Timekeeping: Prepares time entries for assigned attorneys and submits in a timely manner. Prepares expense reimbursement and disbursement requests. Prepares billing letters and coordinates client billing matters with the Billing Department in Greenville.
• General Administrative Support: Prepares and processes new matter documents. Receives and screens phone calls and takes message as required. Receives and directs clients and visitors. Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports. Schedules meetings and arranges for conference rooms and meals. Communicates effectively and professionally with clients and with others in the Firm. Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines.
• The Practice Assistant may be responsible for additional administrative assistance and may, on occasion:
• Assist with mentoring new office staff
• Assist with piloting new software

Qualifications:

• 4+ years of experience as a practice assistant or legal secretary
• Knowledge of legal terminology, legal documents and legal processes
• Accurate typing of at least 70 words per minute
• Strong computer proficiency in the use of MS Office, document management, time entry, e-filing and database software
• Excellent communication skills, written and verbal
• Understanding of correct grammar, spelling and punctuation
• Strong proofreading skills
• Superior organizational skills including filing, calendaring, and proofreading
• Time management skills and ability to work independently as well as with a team
• Regular predictable attendance