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Legal Assistant

Losavio & DeJean, L.L.C.
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Losavio and DeJean, LLC is a professional law office specializing in Elder Law, Estate Planning, Estate Administration, and Special Needs planning. As such, our clients are our priority. Clients should be treated professionally and compassionately. Special care should be exercised to ensure that information and instructions are clearly understood by the client. Attention to client needs should be at the forefront of all client interactions.

 

JOB OVERVIEW:

A Legal Assistant is an administrative professional who works closely with an attorney, providing administrative and research support. The legal assistant is responsible for assisting the Firm’s attorneys in all aspects of case management, performs a variety of administrative and clerical tasks, provides close administrative support to the attorneys by drafting and reviewing legal documents, participates in scheduled appointments, performs legal research, assists in court and litigation related activities, and maintains legal and confidential files.  The legal assistant has an important role in client relations, acting as point contact for clients and conducting client follow-up

 

MINIMUM REQUIREMENTS:

High School Diploma or equivalent

Strong written and verbal communication skills

Ability to type 45-50 wpm 

Proficient with Microsoft Office products and software or a Microsoft certification 

Data Entry and database experience Documentation of right to work in the United States

Possession of a valid Driver's license and reliable transportation to and from the office. 

Must be able to reliably commute to work.

 

PREFERRED REQUIREMENTS:

5 years of work experience in which administrative work was a primary work responsibility, preferably in a legal setting.

Associate Degree, Bachelor’s degree or Certification as a Paralegal or Legal Assistant 

Prior experience as a Legal Assistant or Paralegal

Proven abilities in client relations

Experience with various office equipment such as copiers, printers, and fax machines

CPR/First Aid/BLS Certification

 

DESIRED SKILLS AND COMPETENCIES:

A positive attitude

A pleasant personality and the ability to work cooperatively with others

A professional, articulate, and pleasing voice and manner

Ability to multi-task and prioritize in a professional environment

Ability to read and comprehend instructions, correspondence, and memos

Individuals with the following characteristics: energetic, organized, efficient, self-motivated, dependable, trustworthy, professional, works independently, compassionate, and team-oriented

 

SUBSTITUTIONS:

Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience based on six months of training for six months of experience for a maximum of one year of the required experience.

 

Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.

 

College training will substitute for the required experience based on 15 semester hours for six months of experience.

 

NOTE: Business or technical school training with less than completion will only be credited in six-month increments.  Similarly, college training will only be credited in 15 semester hour increments.

 

NOTE:  Any college hours or degree must be from a school accredited by one of the following regional accrediting bodies: the Middle States Commission on Higher Education; the New England Commission of Higher Education; the Higher Learning Commission; the Northwest Commission on Colleges and Universities; the Southern Association of Colleges and Schools; and the Western Association of Schools and Colleges.

JOB DUTIES:

ATTORNEY SUPPORT AND CASE MANAGEMENT:

  • At the direction of the attorney handling the matter, prepares drafts in the two week time frame of new matters.  
  • Proofread all documents prior to routing to ensure minimal need for corrections.
  • Conduct research on legal and case matters and report findings as directed.
  • Tracks work products through all phases of the process. Sets timelines and follows through with activities. Follows up on files that are not moving. 
  • Provides documents to clients for their review via mail and email.
  • Prepare client correspondence as directed
  • Follow-up on correspondence as needed.
  • Ensure all documents are received by the client at the intake conference or any time documents are needed. Follow up with clients to ensure all required information is received by the Firm.
  • Schedule and participate in client meetings as needed.
  • Track client mail or packages as needed to determine receipt.
  • File copies of all client documents and correspondence; scan and place in the client’s file on the server.

CLIENT RELATIONS:

  • Serve as a point of contact for clients in all assigned cases.
  • Treat all clients in a friendly and professional manner. 
  • Participate in client communications concerning work products.

FILE MANAGEMENT AND DATA ENTRY: 

  • Opens matter in CLIO and enters all required client information
  • Prepare drafts within two (2) weeks of opening file to have client review (do not shred anything in file until closing letter)
  • Enters all tasks, notes, and time in CLIO in a timely manner
  • Scans in documents as needed
  • File documents in the client file and places electronic copies on the server.
  • Uses Clio Messages to manage phone messages
  • Once closing letter goes out have clerk shred whole file with a copy of the letter

ATTORNEY CARE:

  • Check with Attorney 30 minutes before appointments end to see if they need help with questionnaires if client retains
  • Each morning check with each attorney to 
    • Verify scheduled appointments
    • Ask if they have all required files for the day’s appointments, and that such files are organized and accessible. 
  • At the end of every workday check in with each attorney to
    • Provide a list of scheduled appointments for the next two working days
    • Enquire if there are any additional instructions for the next workday(s)
  • On Fridays (or the end of the work week in the event of a holiday) also provide each attorney with a list of scheduled appointments for the following week.

PROCESSING INCOMING AND OUTGOING MAIL AND PACKAGES:

  • Receive and sort all daily mail, deliveries (FedEx, UPS, etc.), and courier packages.
  • Appropriately route mail and packages promptly, in no case later than the morning of the next working day.
  • Track mail or packages as needed.
  • Sign for deliveries.
  • Notify responsible attorney and legal assistance immediately of any pending hearings or receipt of any pleadings

OTHER ADMINISTRATIVE DUTIES:

  • Enters work hours into Quickbooks Workforce daily
  • Acts as back-up to the receptionist as needed. 
  • Answer all incoming telephone calls within three rings.  Greet callers cheerfully and professionally, identifying the Firm and yourself. Forward calls or take messages as needed. 
  • If the attorney for whom the call is for is not in the office take a concise, accurate, and complete message.
  • Route messages promptly after ending the conversation with the caller.
  • Screen calls as directed.
  • Schedule client appointments with either Mr. Losavio or Mr. DeJean as the client requests and collect relevant client information for all appointments.
  • Confirm appointments by telephone the workday prior to the appointment. Confirmation calls should be completed prior to noon the workday prior to the appointment.
  • Make every effort to reschedule appointments for clients that call to cancel. Immediately inform the appropriate attorney of cancellations. 
  • Schedule follow-up appointments when needed.
  • MAINTAIN CLIENT CONFIDENTIALITY AND CONFIDENTIALITY RELATED TO HUMAN RESOURCES OR PERSONNEL MATTERS.
  • Make copies as needed for the attorneys and other staff.
  • Assist in preparing marketing materials for mail out or for seminars when required.
  • Act as a witness for legal documents as needed.
  • Provide administrative support to other staff as needed or as directed.
  • Notify responsible attorney immediately of any BAR SSSOCIATION DISCIPLONING COMPLANTS

IN ADDITION TO THE DUTIES ABOVE ONE OR MORE OF THE FOLLOWING DUTIES OR ROLES MAY BE ASSIGNED TO A LEGAL ASSISTANT:

QUALITY ASSURANCE COORDINATOR:

  • Ensure quality assurance best practices are followed by maintaining a document control system for templates, client forms, forms for internal use, and standard operating procedures (SOPs).
  •  Maintains the official copy of all forms, templates, and SOPs on the server.
  • Acts as the point of contact for changes to forms, templates, and SOPs.
  • Tracks and documents all modifications to forms, templates, and SOPs.
  • Retires unused forms, templates, and SOPs. Suggests new or modified forms, templates, and SOPs as needed.

REPORTING:

  • Creates and performs routine and customized reports for various purpose at the direction of the attorneys.
  • Maintains reports and suggests enhancements when needed.
  • Scheduled reports are prepared and presented without the need for attorney direction.