Legal Administrative Assistant Job at Michael T. Carney, A Prof. Law Corp in San

The Legal Administrative Assistant’s primary responsibility is managing client progress through the firm, from intake, to provision of legal services, to closing the matter. You will monitor and evaluate client progress and determine appropriate next steps for the team using the firm’s practice management system and checklists. This requires someone who is attentive to detail, methodical, thorough, and systematic in work. You’ll communicate with clients and other team members, so having good people skills, being helpful and a team player is required. You will be the first point of contact to the firm, and therefore will set the tone for the client experience, which is attentive and professional. In addition to managing client progress, you will also provide overall administrative support to the firm’s staff, so there is always variety in the tasks to be performed.

$28 - $32 hourly

Matter Management

Manage potential-new client (PNC) pipeline

• Enter PNC data into the practice-management system (PMS)
• Appropriately categorize PNC for services to be provided
• Manage PNC progress through PMS
• Manage email campaigns

Manage opening matters

• Conduct conflicts checks
• Prepare and send Engagement Letters
• Track engagement letter signing and retainer payment status
• Set up new clients in PMS, keying in pertinent information

Manage active client matters

• Manage progress of client matters (in PMS, and other systems) and ensure continuous progress through the system
• Manage and update workflow checklists for client matters
• Assemble basic legal documents from firm templates using client data
• Ready documents for signing, including proof-reading
• Prepare and mail documents for recording
• Respond to client requests, or direct clients, accordingly
• Type routine letters

Manage closing client matters

Administrative Support

• Schedule appointments and manage calendar
• Call PNCs to maintain engagement: schedule screening phone calls, collect questionnaires and forms, and for signing engagement letters, and paying retainers
• Word processing
• Prepare basic materials for attorney meetings
• Prepare basic transmittal letters/emails and send documents to clients as requested
• Assemble executed document folders for client presentation
• Pay routine expenses and file receipts
• Register attorney for events
• Manage attorney CLE compliance and certifications
• Answer phone, direct accordingly, and/or take messages
• Scan, copy, organize, and file incoming and outgoing documents
• Process incoming and outgoing mail
• Greet clients, determinethe purpose of visit, and respond appropriately
• Keep office organized and client-ready
• Maintain office equipment (copier/printer, scanners)
• Monitor and manage office supply inventory
• Run errands as requested

• Two years of prior experience in law firm as a legal administrative assistant, legal secretary, or equivalent
• Some college preferred, high school diploma required
• Experience using law-practice management programs (Clio, Practice Panther, Lawmatics, MyCase, etc.); MS Office Word, Excel, PowerPoint, OneNote; PDF organization tools (Acrobat or equivalent)
• Preferred: HotDocs or document-assembly equivalent
• Touch typing 50 WPM or faster, document formatting and editing, writing letters and emails
• Review and organize client data, records, and documents; organize it and enter it into system
• Manage and prioritize work tasks, time management strategies
• Good interpersonal skills and a professional demeanor: ability to answer phones, greet and help clients, communicate clearly

Michael T. Carney, A Professional Law Corporation, is a small firm located in San Mateo, practicing estate planning, probate and trust administration, business law and succession planning for families, individuals, and owners of private businesses.

Schedule is in-office, Monday through Friday from 9:00 a.m. to 5:00 p.m.

Benefits

• Incentive bonus program
• 401(k) after vesting. 401(k) program includes employer annual 3% contribution and discretionary profit sharing
• Vacation (two weeks) and paid holidays (six days) per firm policy
• Sick pay
• Free parking, location near Caltrain and SamTrans
• Health benefits are not currently provided