SUMMARY: Under general supervision and according to established policies and procedures, performs a variety of duties for attorneys to whom assigned including the day-to-day management of highly complex disputes and litigation.
1. Operates a computer with multiple applications, screens telephone calls, and records messages.
2. Opens new files, requests conflict of interest checks with record center, and processes original client documents,
3. Maintains, organizes, and manages electronic and paper case files and document databases. Conducts periodic reviews of case files for possible storage of older files; prepares files to be closed and works with Office Services to send them offsite.
4. Types and proofreads correspondence, memoranda and other legal documents at a minimum of 70 wpm, and drafts standard correspondence, memoranda and other documents.
5. Enters attorney time into firm billing system on a daily basis and in conjunction with attorney, processes markups to monthly client invoices and ensures same are sent to client on a consistent timely basis.
6. Reads, sorts and dates incoming mail. Ensures that outgoing mail is delivered on a timely basis. If necessary, routes mail to specific delivery services and follows up on timely delivery.
7. Establishes and maintains calendar and deadline reminder systems; utilizes master calendar system. Maintains attorney calendars and takes ownership of scheduling.
8. Possesses knowledge of key clients and contacts. Receives clients and visitors; maintains positive contact and good public relations with clients, attorneys, staff, expert witnesses, and litigation support vendors while maintaining confidentiality of attorney-client relationships and firm matters.
9. Makes appointments and assists with travel arrangements as required.
10. Work occasionally requires more than 35 to 40 hours per week to perform the essential duties of the position; may require irregular hours.
11. Communicates with clients to obtain case documents.
12. Electronically files legal case documents in Local, State and Federal Courts.
13. Drafts pleadings, discovery requests and responses and trial documents.
14. Prepares and organizes materials for arbitrations, depositions, hearings, mediation, and trials. Prepares arbitration, deposition, hearing, mediation, and trial notebooks.
15. Coordinates fact and expert witness depositions and reports.
16. Summarizes deposition transcripts.
17. Coordinates with experts regarding materials and final reports.
18. Reviews and analyzes case documents for responsiveness and privilege utilizing eDiscovery software.
19. Prepares and updates privilege logs.
20. Coordinates with vendors and service providers for outside services.
21. Appropriately and on a timely basis, records billable and non-billable work.
1. Works closely with administrative support staff. Maintains a positive disposition and team orientation towards work. Coordinates with support departments and performs overload typing, filing, photocopying, faxing, or reception relief as time permits and as requested by other attorneys or the office manager. Performs other related duties as requested.
2. Works in the office a minimum of 3 days a week and no more than 2 days from home. In office support 5 days a week is strongly preferred.
QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):
1. Bachelor’s degree and/or Paralegal Certificate preferred. A minimum of five (5) years or more on the job experience as a Litigation Legal Assistant or Paralegal in a law firm or in-house setting. Complex commercial litigation and healthcare litigation experience is strongly preferred.
2. Possesses in depth litigation knowledge including plaintiff and defendant litigation life cycles and a solid understanding of Texas and Federal Rules of Civil Procedure including how to properly calendar due dates. Trial preparation and/or courtroom participation experience highly desired.
3. Demonstrates ability to work independently without supervision, organize and prioritize assignments and tasks to meet deadlines, and complete assignments under strict time constraints.
4. Possesses ability to electronically file case documents using PACER and File & Serve Texas, conducts research as directed using LexisNexis and Westlaw, and maintains case files using eDiscovery software.
5. Possesses an eye for detail, a can do attitude, and the ability to work beyond normal job duties to accomplish team goals.
6. Solid investigative skills including use of public records and databases to obtain relevant information on persons, corporations or other organizations.
7. Ability to read and write in order to skillfully proofread and perform minor editing (e.g. punctuation, formatting, grammar, spelling) of routine law office correspondence and legal case matters. Ability to perform non-complex arithmetic calculations when verifying calculations on forms and documents. Maintains accurate, complete and up-to-date records and filing.
8. Ability to accurately transcribe legal documents, correspondence and reports from rough draft, dictation or transcription at a level of 70 w.p.m.
9. Possesses high level of technical competency on all Microsoft Office and various other job-related software packages and applications.
10. Possesses strong oral and written communication and interpersonal skills necessary to communicate successfully in person, by phone, or electronic mail. Must be able to follow instructions effectively from a diverse group of clients, attorneys and staff and provide information with ordinary courtesy and tact. Must be able to maintain discretion and confidentiality related to all functions.
Specific to this position, the following skills are strongly preferred:
- Heavy document management experience including client document intake and subsequent production
- Experience with document repository software like Relativity;
- Heavy case management experience;
- Extensive experience in working with PowerPoint;
- Knowledge/experience with healthcare transactional work;
- Knowledge of HIPPA laws and regulatory practices of the U.S. and Texas Department of Health; and
- Knowledge of medical billing and medical claims.
The working conditions described below are representative of those related to this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The incumbent may be required to sit, stand, walk, talk or listen for extended periods of time. Work occasionally requires a high level of mental effort and strain while producing a high volume of work related to essential and other duties. Because of the volume of work performed by computer, the incumbent is required to spend a considerable amount of time typing and looking at computer monitors.
The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities or requirements.