Legal Administrative Assistant Job at Sauber Legal Services LLC in Bloomington

Our busy legal firm is looking for an efficient, organized legal administrative assistant to help our attorneys and paralegals assist clients and ensure we’re operating efficiently. The main tasks include intake and scheduling, but you will also handle all office correspondence including answering phone calls and emails, arranging meetings and travel, docketing/tickling, arranging for witnesses for signing meetings, and reminding the team of upcoming deadlines. If you have experience in a law firm environment, work well under pressure, and are looking for a rewarding opportunity in the legal industry, we want to connect with you.

Our firm is on a four-day workweek (Monday through Thursday) and staffed 8:00 AM to 6:00 PM! This is not a remote position.

Does the phrase "the devil's in the details" resonate with you? This may be a good fit!

$22 - $27 hourly

• Schedule meetings and appointments for the team, such as depositions, make travel arrangements, and coordinate with outside vendors for events
• Manage office correspondence and administrative tasks such as answering phone calls, communicating with opposing attorney offices, taking dictation, responding to emails, and reminding the team of upcoming deadlines
• Complete legal research as needed under the supervision of attorneys and paralegals
• Accept other administrative tasks as needed to assist the team and ensure the firm runs smoothly

DAY-TO-DAY DETAILS:

Hospitality/Reception

You will be expected to do some of the normal reception or hospitality tasks such as greeting clients, seating them, offering refreshments, cleaning the conference room between meetings, ordering lunch for our staff lunches, emptying the dishwasher, refilling paper trays, stocking the fridge, keeping track of items for ordering, replacing toner in the printers, etc. The client experience comes first, so we all (attorneys and staff alike) do our part to ensure the clients are comfortable, informed, and happy.

Intake/Phones

• Our firm uses Clio Grow and Manage as our intake software and client management (billing) software. Timekeeping is expected of all staff as a means of tracking time (billable, admin, or unbillable – it is all input)
• Answer and respond to potential client calls or emails. Take detailed messages
• Send and review intake forms/questionnaires, collect additional documents, facts, background, or applicable law about prospective clients
• Cross-check and validate unverified information
• Organize new files in Dropbox and Clio Grow
• Send scheduling links or coordinate meetings
• Input prospective clients, clients, an adverse party, and professional contacts (including organizations and firms) into Clio and add as relationships in related matters

Scheduling

• The candidate must be tech-savvy and able to navigate cloud-based programs with ease
• Scheduling includes prospective client initial meetings, signing meetings (ensuring two witnesses) for existing clients, sending details to confirm both remote or in-person meetings (email Zoom details or confirm in person with directions to the firm), and helping the attorney with scheduling marketing/professional meetings, lunches or social meetings, as needed

Client File Opening/Closing

• “Open” files in Clio and Dropbox – move from our intake software into management software, create folders, rename files as needed, move billing entries to active matter, etc. We integrate cloud-based file storage with Clio and the person in this position must be comfortable navigating between these programs
• Create a physical red rope for any physical documents and docket files
• When a client matter is complete/closed, remove original documents, prepare a receipt for clients, organize and scan/close/destroy the physical red rope, and batch scan for a redundant and complete copy of the file. Save the same in Dropbox and Clio. Tickle a future follow-up date

File Organization/Management

• Everything in or out gets scanned and saved! Help ensure proper electronic file management with proper naming conventions
• Proof and edit documents and correspondence for accuracy
• Assist paralegal or attorney when updating a pleading or docket index for matters with court cases – to match the Court’s docket
• Ensure court dates are calendared and tickled (reminders) on the appropriate firm/attorney calendars
• Our office is (as much as possible) paperless, so this candidate must be comfortable with electronic file management, confidentiality, and security (conscious of working with sensitive or privileged client information)
• Database hygiene, managing duplicates or removing bad records, etc.
• Send documents for electronic signature through Adobe Sign, remind clients about signing, and save signed documents. Familiarity with Adobe Acrobat Pro and redaction, flattening PDFs for future filing or redaction, and adding, inserting, replacing, or revising PDF files
• The candidate should be able to navigate Microsoft Office (Excel, Word, Outlook, PowerPoint), Adobe Acrobat Pro, LastPass, Dropbox, and other programs with ease. Someone familiar with Tyler Host Odyssey e-filing, Simplifile recording (real estate), and Clio Grow and Manage programs is a shoo-in

• Candidates should have strong organizational skills and communication skills
• Able to meet demanding deadlines in a fast-paced environment
• High school diploma or equivalent is required; associate’s degree is a plus
• Comfortable working with all Microsoft Office products
• Must be able to type at least 50 WPM
• Candidates must have worked with legal software, case management, and docketing programs

DETAILS. DETAILS. DETAILS.

• You will support the attorney and be the face of the firm! Must be comfortable with client interaction, triaging tough calls from emotional clients, taking detailed messages for the attorney, and being reliable
• You must be available to work on-site because you will act as a signing witness for Wills and other documents as needed. THIS IS NOT A REMOTE POSITION - if you live outside of a 50-mile radius from the firm, and do not indicate on your application or cover letter that you are willing to relocate, your application will be disqualified
• You will be expected to do some of \the normal (shared) hospitality tasks such as greeting clients, seating them, offering refreshments, cleaning the conference room between meetings, ordering lunch for our staff lunches, emptying the dishwasher, refilling paper trays, replacing toner in the printers, etc. All of the normal "day-to-day" office tasks that we all share while in the office

Our firm practices primarily in elder law, estate/tax planning, probate, guardianship & conservatorship, and litigation/mediation in those areas. Elder law is a challenging area of law and brings with it a great opportunity for growth, learning, and cross-profession collaboration. The nature of our practice is high-touch, high-emotion, and fast-paced.

That translates to lots of emergency matters and contested cases, so we switch gears regularly throughout the day to address timely matters. Someone with a background in nursing (triage of emergencies), social work (managing clients in stressful situations), or HR would be an awesome fit for this practice area.

If you enjoy that type of environment and want direct client contact, you will thrive in this practice area. There is never a dull moment!