Practice Assistant (Supporting Transitional)
CM Legal
Practice Assistant (Supporting Transitional)
POSITION OVERVIEW
We are seeking a service-oriented Practice Assistant to support an assigned group of Miami office attorneys.
Responsibilities include creating, revising and formatting legal documents, spreadsheets and presentations using the Firm’s software (Office 2016, Adobe Acrobat DC and DMS); document comparison, revisions and proofreading. Answering phones, entering attorney time, managing calendars, travel arrangements and expense reimbursements along with other general secretarial duties and projects as assigned.
This position requires a professional, highly motivated, organized self-starter capable of functioning in a fast-paced, challenging legal environment. Strong interpersonal and communication skills along with the ability to work collaboratively within a team are also required.
ESSENTIAL FUNCTIONS
Essential functions include those set forth below. Other duties may be assigned. Regular attendance is an essential function of the job.
| Document Preparation: | Uses word processing and document management software (Microsoft Office 2016, including PowerPoint & Excel, Workshare Compare, Adobe Acrobat DC, DMS, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda, and legal materials. In conjunction with the preparation of such documents, the practice assistant is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials. Transcribes dictation, minutes of meetings or taped records of conferences and meetings. |
| Administrative Support: | Processes conflict checks and New Client/New Matter forms (KENI); enters attorney time (Carpe Diem); processes expense reports (Chrome River); receives, places, and screens telephone calls; schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application; calendar management (Outlook Calendars). Conducts internet research as directed by attorneys. Interacts on a daily basis with departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center (scheduling/arranging meetings and requested accommodations); Calendar Court Services; Reprographics Department; Digital Services, etc. |
| File Maintenance: | Establishes and maintains paper and electronic files in compliance with current Firm policies utilizing the Firm’s LegalKEY system and Document Management System. |
| Customer/Client Service and Teamwork: | Provides assistance to other practice assistants within assigned teams whenever necessary to meet Firm and client needs; organizes and prioritizes workload so as to most efficiently enable and facilitate team effort to accomplish Firm and client goals. Fosters professional, cooperative and supportive relationships with peers, superiors and clients. Anticipates and identifies clients’/colleagues’ current and future needs. Shares information and offers ideas and solutions in a team environment. |
| Professional Demeanor: | Exhibits professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements. Maintains positive, professional, courteous and flexible demeanor when dealing with clients and colleagues. Performs complex practice assistant activities which may be highly confidential and sensitive, and requires discretion and diplomacy. |
Qualifications & Requirements
Education, Work Experience, Skills
- The ability to work the core business hours of 9:00 am – 5:00 pm with flexibility for overtime, as required.
- Minimum 3 years of administrative work experience.
- Candidates must have a Florida Notary Public certification or be willing to complete the Florida Notary Public application process
Core Technologies: Advanced proficiency in MS Word and formatting documents, Adobe Acrobat DC, PowerPoint and Excel experience are also strongly preferred.
Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.