Practice Specialist

Polsinelli PC; San Francisco (CA); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Paid time off

Medical insurance

Dental insurance

Vision insurance

Life insurance

AD&D insurance

ID Theft protection

Long-term disability

Short-term disability

Parking/Transit reimbursement

401(k) plan

Employee assistance program

Job summary

Polsinelli PC seeks a Practice Specialist for IP support, open to any city where the firm has an office, with a preference for San Francisco, Phoenix, or St. Louis. The role emphasizes precision, organization, and client service in a dynamic legal environment.

Ideal candidates have 5+ years in administrative or client service roles, strong communication skills, and proficiency in standard office software. Full-time benefits include PTO, insurance, 401(k), and education requirements.

Qualifications

• 5+ years of administrative or client service experience.
• Draft, edit, and proofread documents with accuracy and speed.
• Calendar management, travel arrangements, and timesheet entries.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Knowledge of Intellectual Property support is a plus.

Responsibilities

• Draft, edit, and proofread documents accurately and efficiently.
• Prioritize tasks, meet deadlines, and manage multiple projects.
• Maintain calendars, coordinate meetings, and handle timesheet entries and travel arrangements.
• Update client and matter files, including conflict checks in InTapp.
• Assist with client estimates, accruals, and invoicing.
• Support research and data analysis for client reports.
• Complete eight hours of continued education annually.
• Other duties as assigned.

Skills

Attention to detail

Organizational skills

Written communication

Verbal communication

Interpersonal skills

Education

Bachelor's degree or higher

Tools

iManage

InTapp

Chrome River

Adobe

MS Word

MS Excel

PowerPoint

Outlook

Job description

At Polsinelli, What a Law Firm Should Be is not just our tagline, it is what we live every day. We strive to create an environment where our team members are encouraged to bring their creativity and professional passions into the workplace so that they can thrive. Are you a people person who has a keen eye for detail, thrives in a professional environment and wants to be part of a dynamic team? We have the perfect role for an engaging professional like you!

Polsinelli is seeking a Practice Specialist supporting our IP Department, open to any city where the firm has an office. There is a preference for our San Francisco, Phoenix, or St. Louis office.

CORE RESPONSIBILITIES

• Demonstrate exceptional typing skills; ability to draft, edit, and proofread documents accurately and efficiently, including cover letters, meeting agenda, email correspondence, and other business document.
• Effectively prioritize, meet assignments, meet deadlines, and manage multiple projects in a fast-paced environment.
• Maintain strong attention to detail when handling administrative and practice-support tasks, including calendaring, meeting coordination, timesheet entries, travel arrangements and file transfers.
• Apply critical thinking and sound judgment to complete tasks efficiently, use available technology effectively, and identify opportunities to improve processes and workflows.
• Assist with client estimates, accruals, and invoicing.
• Maintain and update client and matter files, including file openings and conflict checks in InTapp.
• Demonstrate general interest in building knowledge of Intellectual Property and practice support.
• May conduct research and analyze data to support preparation of client reports.
• May be responsible for client-related work and have a billing rate.
• Annually complete eight (8) hours of continued technical education through the firm's training department.
• Other duties as assigned.

SKILLS

• Strong attention to detail.
• Strong organizational skills and ability to prioritize assigned projects.
• Excellent written and verbal communication skills.
• Strong interpersonal skills.
• Proficient in iManage, InTapp, Chrome River, Adobe, and Microsoft programs Word, Excel, PowerPoint, and Outlook.

REQUIREMENTS

• 5+ years of administrative or client service experience preferred.

The budgeted salary range for this position is $70,000 - $95,000.

As part of full-time employment associated with this position, Polsinelli PC offers the following benefits: Paid time off, sick time off, a referral program, medical insurance and benefits, dental insurance, vision insurance, life insurance, AD&D insurance, ID Theft insurance, long-term disability benefits, short-term disability benefits, Parking/Transit reimbursement (varies depending on location), 401(k) benefits, and employee assistance benefits.

Polsinelli PC is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected by law.

Behaviors

Preferred

• Team Player : Works well as a member of a group
• Loyal : Shows firm and constant support to a cause
• Detail Oriented : Capable of carrying out a given task with all details necessary to get the task done well
• Dedicated : Devoted to a task or purpose with loyalty or integrity

Motivations

Preferred

• Self-Starter : Inspired to perform without outside help
• Flexibility : Inspired to perform well when granted the ability to set your own schedule and goals
• Ability to Make an Impact : Inspired to perform well by the ability to contribute to the success of a project or the organization

Education

Preferred

• Bachelor's or better.

Experience

Required

• 5 years: Administrative or client service experience.