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Administrative Assistant - Litigation

Uniondale, NY, USA Req #79
Monday, April 22, 2019
Founded in 1856, Harris Beach and its subsidiaries provide a full range of legal and professional services for clients across New York state, as well as nationally and internationally. Harris Beach is among the country’s top law firms as ranked by The National Law Journal. Clients include Fortune 100 corporations, privately-held companies, emerging businesses, public sector entities, not-for-profit organizations and individuals. Principal industries Harris Beach represents include education, energy, financial, food and beverage, health care, insurance, manufacturing, medical and life sciences, real estate developers, and state and local governments and authorities. The firm’s more than 200 lawyers practice among offices throughout New York state in Albany, Buffalo, Ithaca, Melville, New York City, Rochester, Saratoga Springs, Syracuse, Uniondale and White Plains, as well as in New Haven, Connecticut and Newark, New Jersey.

Job Description: The administrative assistant works closely with assigned attorneys and the office manager. Daily responsibilities include answering multiple phone lines; extensive calendaring; file organization; assisting clients; preparing correspondence, memoranda, and court documents; and acting as an overall gatekeeper for assigned attorneys while keeping them organized. The successful candidate will be able to adapt to differing work styles and personalities, multitask with ease, exercise sound and intuitive judgment, and provide quick turnaround of assigned tasks while ensuring accuracy.

Responsibilities:

  • Respond to a high volume of phone calls on multiple lines; communicate with external and internal parties professionally; transmit messages accurately and promptly.

  • Maintain calendars and schedule court appointments, meetings, and conference calls.

  • Transcribe and type correspondence, memoranda and other legal documents such as RJIs, deposition transcripts, briefs, affidavits, legal backs, etc.; proofread and ensure quality of legal documents.

  • Process incoming and outgoing mail, including FedEx and certified mail.

  • Coordinate appearance dates and filings with local, state, federal, and appellate courts and agencies.

  • Manage docketing and e-filing using electronic filings systems like NYSCEF and ECF.

  • Coordinate copying and messenger services for the prompt production and delivery of documents.

  • Process check requests and expense reimbursements.

  • Open new matters with the Records department.

  • Maintain and update files; process files as needed for records storage and retrieval.

  • Input attorney time entries as needed; review proformas as needed.

  • Coordinate travel arrangements as needed.

  • Other administrative tasks as requested by attorneys and office manager.

  • Understands and complies with all applicable Firm policies, procedures and philosophies.

Qualifications:

  • 2+ years’ experience as an administrative assistant in a law firm or legal environment.

  • High school diploma or equivalent

  • Superb organizational skills for prioritizing workload and managing competing priorities.

  • Proficiency with Microsoft Word, Outlook, and Excel, and the aptitude for learning new technologies and programs.

  • Ability to quickly absorb, understand, analyze, and utilize new information.

  • A positive, professional, cooperative, and flexible attitude.

  • Exhibits conscientiousness, dedication, ownership, and pride in work.

  • Experience providing administrative support to a general litigation team, including e-filing and docketing.

  • Understanding of the litigation life cycle.

  • Experience working with local (i.e. Nassau and Suffolk), state, federal, and appellate courts and agencies.

  • Familiarity with CourtSupport, NetDocuments, Chrome River, and/or Carpe Diem.

  • Minimum typing speed 70 wpm.

  • Thorough command of the English language including excellent spelling, grammar, punctuation, form and style.

  • Ability to compose professional correspondence.

  • Excellent client service and listening skills.

  • Maintains high standards of performance.

  • Ability to work with diverse personalities within various levels of the organization.

  • Ability to manage time efficiently and independently, as well as coordinate with a team.

  • Exercises sound independent judgment under minimal direct supervision.

  • Enhances own professional growth and development through participation in educational programs, participation in professional organizations and reading of current literature.

  • Military experience a plus.

The firm’s policy prohibiting unlawful discrimination applies to all aspects of employment, including hiring, placement, assignment of duties, training, promotion, compensation & benefits and termination. It is the policy of Harris Beach PLLC that all applicants and employees enjoy a positive, respectful and productive work environment, free from behavior, actions or language constituting unlawful harassment. Accordingly, harassment or discrimination of any kind based on an individual’s race or color, sex, age, religion, national origin, marital status, disability, military status, genetic predisposition, carrier status, sexual orientation, citizenship status, creed, domestic violence victim status or any other legally protected status is strictly prohibited. Harris Beach complies with the provisions of the Human Rights Law, all other State and Federal statutory and constitutional non-discrimination provisions including non-discrimination on the basis of prior criminal conviction and prior arrest.

Other details

  • Pay Type Hourly
  • Uniondale, NY, USA