Practice Assistant job at AMS Staffing in Costa Mesa, CA

AMS Staffing Inc.; Costa Mesa (CA); Hybrid; USD 60,000 - 130,000; Full time

Benefits offered by this job

Bonus and great benefits

Job summary

AMS Staffing Inc. in Costa Mesa, CA seeks a Practice Assistant to support attorneys and paralegals with secretarial and administrative tasks. You will prepare complex legal documents, manage calendars, handle mail, timekeeping and billing coordination.

The ideal candidate has 4+ years of legal support experience, fast 70+ WPM typing, strong MS Office skills, and excellent communication, proofreading and organizational abilities. This is a permanent full-time hybrid role with growth opportunities.

Qualifications

• 4+ years of experience as a practice assistant or legal secretary.
• Knowledge of legal terminology, documents and processes.
• Typing speed of at least 70 words per minute.
• Strong MS Office, document management, time entry, e-filing and database skills.
• Excellent written and verbal communication; strong grammar and proofreading.
• Excellent organizational skills with calendar, filing and deadlines management.
• Time management and ability to work independently and in a team.
• Regular predictable attendance.

Responsibilities

• Prepare and process correspondence and complex legal documents.
• Proofread, format, redline, and e-file documents as required.
• Review and route mail and faxes; arrange special services if needed.
• Maintain calendars for assigned attorneys and update deadlines.
• Maintain paper and electronic files per internal policy.
• Prepare time entries and coordinate client billing with the Billing Department.
• Provide general administrative support and handle travel arrangements.
• Mentor new staff and assist with piloting new software when needed.

Skills

4+ years experience

Education

Associate degree

Tools

MS Office

Document management

Time entry

E-filing

Database software

Job description

Title: Practice Assistant - 3686096

Location: Costa Mesa, California, United States

Job Description:

Salary/Payrate: $60K-$130K (DOE), bonus and AWESOME benefits!!!

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

Term: Permanent / Fulltime

Associate degree required: Yes

Referral Fee: $1,000 - should your referral start with our client

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