Legal Support Assistant

Burr & Forman LLP Raleigh , NC 27611

Posted 2 months ago

Burr & Forman LLP has an immediate opening in our Raleigh, NC office for a full-time, experienced Legal Support Assistant. This position is a unique opportunity to join a firm that prioritizes our clients, colleagues, and communities. Burr & Forman enjoys a highly collaborative culture in a familiar environment where individual contributions are recognized and valued. Our clients have local, national, and international interests, and the work we do is interesting and important. If you're a service-minded professional with intellectual curiosity and excellent work ethic, please consider joining our team at Burr & Forman. We offer a competitive salary complimented by a full range of benefits including medical, dental and vision insurance, life and disability insurance, 401(k), profit sharing, and generous paid time off.

MAJOR CONTRIBUTIONS

  • Prepare, edit, and/or draft correspondence, reports, memos, e-mails, and legal documents; transcribe attorney dictation of such documents from transcription equipment.

  • Proofread accurately, efficiently, and dependably, checking for appropriate formatting and spelling and grammatical errors and ensuring that all attachments, exhibits, and enclosures are intact.

  • E-file legal documents such as motions, discovery, pre-trial agreements, and briefs with state/federal courts and all counsel.

  • Make photocopies of correspondence, documents, and other printed matter.

  • Mail, fax, or arrange for delivery of legal correspondence to clients, witnesses, court officials, etc.

  • Open and screen incoming mail.

  • Answer incoming calls and direct to appropriate personnel; take and distribute messages.

  • Greet clients and visitors to the firm's offices and notify appropriate personnel of the arrival of guests.

  • Place telephone calls as directed.

  • Interact with clients as required.

  • Plan and schedule conferences, depositions, and/or meetings.

  • Maintain attorney calendars, including court deadlines and appearances.

  • Plan and prepare travel and hotel arrangements.

  • Enter attorneys' billable time and edit time and pre-bills as needed.

  • Process attorneys' expense reimbursements.

  • Open and maintain client files, cases, and organizational documents.

  • Respond to inquiries for information.

  • Scan and copy correspondence, documents, and other printed matter.

  • Perform routine filing.

  • Create and maintain Master File Index of client documents.

  • Monitor all case documents.

  • Review all case documents for important dates and update calendar with same.

  • Assist attorneys, paralegals, and other team members in preparing documents and/or files to be used at hearings, as exhibits, or when otherwise needed.

  • Assist attorneys, paralegals and other team members in production of documents to opposing counsel.

  • Assist paralegals and other team members in the preparation of meetings, hearings, depositions, and trial preparation.

  • Add new material to file records, and create new records as necessary.

  • Answer questions about records and files.

  • Assign and record or stamp identification numbers or codes in order to index materials for filing.

  • Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements.

  • Find and retrieve information from files in response to requests from attorneys, paralegals, and other team members.

  • Keep records of materials filed or removed, using logbooks or computers.

  • Modify and improve filing systems, or implement new filing systems.

  • Perform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.

  • Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.

  • Scan or read incoming materials in order to determine how and where they should be classified or filed.

  • Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.

  • Track materials removed from files in order to ensure that borrowed files are returned.

  • Design forms related to filing systems.

  • Gather materials to be filed from departments and employees.

  • Operate mechanized files that rotate to bring needed records to a particular location.

  • Assist in closing files.

  • Perform routine filing and responsible for maintaining paper files and updating pleading and discovery indexes.

  • Lift and transport materials weighing up to 25 pounds.

  • Maintain copy, fax, and postage equipment and place any necessary maintenance calls.

  • Pick up office mail at post office and distribute to appropriate personnel.

  • Pick up and deliver mail, overnight packages, and other items from attorney and staff out boxes every hour or on demand.

  • Take mail and Fedex/UPS packages to designated location daily at designated times.

  • Deliver/pickup messages, telegrams, documents, packages, and other items to business establishments, courts, and private homes on behalf of the firm.

  • Maintain a log of items received and delivered.

  • File court documents as directed.

  • Check all firm boxes at courthouse as requested.

  • Complete various administrative reports.

  • Check conference rooms each morning and re-stock supplies as needed.

  • Set up conference rooms for meetings as requested.

  • Clean and re-stock conference rooms following meetings.

  • Stock kitchen(s), refrigerator(s), and supply room(s) daily.

  • Maintain cleanliness of common areas of office, including cleaning of kitchens, refrigerators, and other appliances as needed.

  • Respond to attorney, administrator, and staff requests in a timely manner.

  • Inventory supplies regularly and coordinate with Office Services Supervisor and/or Legal Administrator on ordering of supplies for assigned office location.

  • Empty recycle boxes at designated times or as requested.

  • Load and run dishwasher nightly; empty and put away dishes each morning.

  • Perform minor office maintenance and repairs such as painting walls and trim, replacing light bulbs, performing minor repairs on furniture, fixtures, etc. as requested.

  • Assist IT with setup/moving of IT equipment, replacement of toner cartridges, etc.

  • Check hallways frequently and ensure that they are clear of boxes, furniture, etc.

  • Assist with furniture and office moves, etc. as needed.

  • Schedule conference rooms. Maintains conference room appearance and reports needed building repairs to maintenance staff.

  • Maintain various logs and calendars.

  • Operate PBX telephone console to receive incoming messages.

  • Confirm visitors' parking passes when required.

  • Order lunch for meetings when requested.

  • Handle "Lunchbox" program, including notifying attorneys and staff each morning of food selections for the day, accepting and placing food orders, and keeping appropriate paper work related to "Lunchbox."

  • Maintain regular, prompt attendance.

  • Work well with others as part of a team.

  • Perform other job-related duties as requested.

THE ESSENTIALS

  • Associate's degree or equivalent from two-year college or technical school; or two years related experience and/or training; or equivalent combination of education and experience.

  • Minimum 50 wpm typing (prefer 70 wpm).

  • Excellent knowledge of grammar, spelling, and punctuation.

  • Proficient in MS Word and use of transcription equipment.

EOE/M/F/Vet/Disabled

Burr & Forman is an equal opportunity employer and is committed to recruiting, hiring, developing, and promoting lawyers and staff without regard to age, race, color, religion, sex, national origin, military and protected veteran status, sexual orientation, gender identity or expression, transgender status, sex stereotyping, or disability.

See Burr & Forman's Diversity Statement & Equal Employment Opportunity Policy.

Burr & Forman is committed to providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process because of a medical condition or disability, please contact our Employment Administrator at (205) 458-5490 and let us know the nature of your request

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Legal Support Assistant

Burr & Forman LLP