Senior Legal Administrative Specialist

Job Description Position Type: Full Time Non-Exempt Hybrid Scheduled (M, W, Th onsite) Location: Los Angeles Salary Range: $41.06 - $48.08 per hour* *The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant’s wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP’s Total Rewards package. ------------- JOB SUMMARY The Senior Legal Administrative Specialist is responsible for providing expert support to attorneys and professionals for all administrative and litigation/transactional functions of the Administrative Department. The Senior Legal Administrative Specialist directly assists attorneys supported by our Administrative Support Team with tasks/projects and provides coverage when an attorney’s assigned direct support is out, unavailable or needs additional assistance. Additionally, the position provides overflow support to various administrative Departments including, but not limited to Word Processing Center and the Administrative Support Team. The Senior Legal Administrative Specialist meets regularly with attorneys and professionals to ensure needs are being met, consults on current projects, and identifies additional support needs or training. The position mentors Practice Assistants to address procedural and training needs and provides guidance to first year associates on firm and legal processes and procedures. JOB FUNCTIONS General • Provides mentorship to Practice Assistants regarding firm administrative tasks and procedures. • Collaborates with Administrative Manager(s) to develop training for Practice and Administrative Assistants to broaden knowledge and improve skills needed to meet attorney needs. • Provides supplemental support to the professionals, attorneys, and managers of the Administrative Department. • Acts as a resource regarding all types of administrative support, fields questions from Administrative Department professionals, attorneys, and others throughout the firm. • Proofs and prepares documents for final drafts. • Completes redlining accurately and in a timely manner. • Copies, scans, faxes, uploads and emails documents. • Sends, tracks, and manages document projects in conjunction with Word Processing Center, Service Center and outside vendors. • Arranges couriers, shipments and tracks status and delivery. • Interacts and liaises with attorneys and staff regarding support needs, current projects and additional support. • Participates in special projects as assigned. • Completes other tasks as assigned. • Keeps the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm. Litigation Assistance • Engages with attorney service companies relating to delivering litigation materials to courts and counsel, including service of process documents and subpoenas. • Distributes service and courtesy copies, when necessary. • Communicates directly with court/administrative offices to confirm rules and procedures. • Reviews basic documents to ensure compliance with applicable rules. • Assists with and delivers litigation training programs for attorneys, paralegals, secretaries, Administrative Department staff, and other users of Administrative Department resources. Administrative Assistance • Processes expense reports. • Coordinates payment of invoices, charge vendor invoices to client/matter when appropriate. • Arranges for meeting room, confirms additional resources ordered and set up, coordinates outside guest needs. • Completes client intake forms. • Calculates and completes time entry, researches and assigns task codes, conforms time entry in accordance with client guidelines, makes corrections and submits final time. • Coordinates with Travel Department on travel options, confirms reservations, and coordinates changes. COMPETENCIES Teamwork and Cooperation Treats others with respect; works well with others; asks for help when necessary; willing to share credit; avoids pointing fingers or assigning blame; volunteers to help others when available to do so; empathetic to others. Communication Communicates clearly and appropriately with adequate frequency and tools; understands the need for regular, timely and high-quality communication; listens actively and asks appropriate questions; understands the message. Flexibility Adapts to changing conditions; willing to do something new/different; open to change; accepting of differences. Problem Solving Seeks solutions to problems; proposes creative and effective solutions to problems; examines underlying cause of problems when seeking a solution. Attorney Focus Desires to help or serve attorneys to meet their needs; responsive and available when needed; proactively anticipates needs and expectations and acts accordingly to support the success of assigned Attorney(s). Client Focus Desires to help or serve clients to meet their needs in a professional and timely way; proactively works to understand client needs thoroughly; protects confidential client information appropriately. Self-Development Uses constructive feedback to improve; learns from mistakes; shows eagerness and capacity to learn; attends available training; shows interest in improving self; proactively looks for opportunities to gain experience in a range of responsibilities. Organization and Time Management Orderly in approach to work; able to plan and execute work effectively and accurately; tracks and follows through on requests; maintains a well-organized and clean work area; prioritizes and understands urgency; able to be punctual and prepared; manages multiple tasks simultaneously. Composure Understands what triggers emotions and uses that knowledge to maintain a professional presence. Integrity Deals with ethical issues appropriately. Acts in a way that is consistent with Firm values. TOOLS Online litigation platforms (CM/ECF and third-party vendors) Electronic Fax Program Multi-Function Device (Printer, Scanner, Copier) Microsoft Office – Word, Excel, PowerPoint, Outlook Adobe Acrobat Suite Litera Compare Word, Excel, PowerPoint Best Authority DocXtools DocXtools Advanced Other Software as required MINIMUM JOB QUALIFICATIONS Minimum five years of experience directly supporting litigation attorneys in a law firm. Thorough knowledge of litigation procedures. Strong organizational skills with the ability to manage multiple tasks and priorities effectively. High level of attention to detail and commitment to producing high-quality work. Availability to work overtime. Ability to research rules and procedures. Ability to work independently in a fast-paced environment with consistent high level of accuracy. Knowledge of PACER, Court Alert and other electronic court databases a plus. Strong analytical and problem-solving skills. Ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results. Produce accurate work while meeting time-sensitive deadlines. Strong communication, interpersonal skills, teamwork, attention to detail and customer service skills. Ability to interact effectively and professionally with all levels of management, staff and a variety of external entities including clients and prospective clients of the Firm. PHYSICAL DEMANDS Standing, moving about, walking, sitting at a desk, bending, reaching, lifting up to 15 lbs., writing, typing, and computer use. WORKING CONDITIONS Quiet office environment in a high-rise building, seated the majority of the time. DIRECT REPORTS None This job description is intended to describe the general nature and level of the work being performed by employees in this job. It is not intended to be a complete list of all responsibilities, duties and skills required for this job classification. #J-18808-Ljbffr