Job Description

Shutts & Bowen, a full-service law firm serving clients locally, nationally, and internationally, is seeking a Legal Assistant for our Miami office.

Legal Assistants perform various administrative tasks, including providing high-quality client service and support while consistently producing an excellent work product. The Assistant maintains general knowledge of the firm’s practice areas/groups and specialized knowledge of the assigned timekeepers’ practice area(s) and clients to ensure extraordinary client satisfaction.

Job Description

• Following the Firm’s established document processing methods and procedures, creates, edits, spell checks, and proofreads work product to ensure accuracy and completeness. Accurately transcribes from tapes, handwritten materials, and/or dictation. Prepares various forms and creates new documents using the Firm’s Best Practice methods.
• Schedules and maintains timekeepers’ calendars, where appropriate.
• Inputs, reviews, edits, and closes timekeepers’ time entries through the Firm’s time entry program using Firm standards.
• Handles monthly client billing (paper and electronic billing). Review billing prebills for accuracy and completeness. Performs client, matter, timekeeper inquiries, and narrative edits.
• Prepares timekeepers’ expense reports, promptly arranging for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Opens new matters and generates client conflict checks.
• Sets up and maintains timekeeper’s work paper and electronic files, including daily and regular filing. Indexes and prepares files for off-site storage.
• Prints and organizes documents received in multiple formats, including emails and attachments.
• As requested, answer the telephone and accurately take and relay messages. Arranges for video conferencing and sets up conference calls.
• Volunteers for overflow work.
• Actively seeks to maximize productivity and promote teamwork.
• Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records, and files, both within and outside of the Firm.
• Other duties and projects as assigned.

CUSTOMER SERVICE

• Responds to customer/client requests in a professional manner.
• Identifies and responds to customer/client issues/problems promptly and seeks feedback/follow-up as appropriate.
• Builds effective working relationships.

FIRM KNOWLEDGE

• Demonstrates knowledge of the firm’s culture, practices, business, and structure.
• Demonstrates knowledge and adherence to basic firm policies, procedures, and processes.

INITIATIVE

• Takes initiative beyond routine responsibility.
• Seeks and accepts new responsibilities.
• Seeks development opportunities to enhance skills.

ACCOUNTABILITY

• Owns mistakes and takes corrective action.
• Meets work deadlines as assigned.
• Meets firm standards for attendance and punctuality.
• Meets deadlines for all required firm processes, including timesheets, time entry, and other financial documentation.

WORK MANAGEMENT

• Works well independently.
• Demonstrates dedication to producing quality work products.
• Pays attention to detail when completing work assignments.
• Organizes and prioritizes workload appropriately.
• Utilizes resources appropriately to complete work most efficiently.
• Cooperates and demonstrates flexibility when facing change.

COMMUNICATION

• Interacts effectively and courteously, in person, by telephone, and in writing with attorneys, supervisors, co-workers, and other business professionals.
• Proactively communicates the status of work.
• Understands the need to ask questions and seek guidance.
• Expresses thoughts accurately and concisely, both verbally and in writing.

TEAMWORK

• Builds effective relationships with coworkers.
• Participates and contributes fully as a team member.

TECHNOLOGY

• Utilizes technology to carry out job responsibilities.
• Determines the most appropriate technology to accomplish a task.
• Seeks ways to utilize technology to improve efficiency.

Qualifications

• Five (5)+ years of office experience preferred.
• Law firm experience preferred.
• Billing experience, including electronic billing, is preferred.
• Working knowledge of Microsoft applications
• 60 wpm typing speed, excellent grammar, spelling, punctuation, and communication skills.
• Attention to detail and good organizational and analytical skills.
• Flexible attitude and the ability to deal well with changing assignments and priorities.
• Flexible for overtime.
• Professional appearance and demeanor.

HOURS

• Core hours are Monday through Friday, 9:00 a.m. to 5:30 p.m., including lunch hour, with flexibility for overtime as needed.

Shutts and Bowen LLP is an equal opportunity employer.

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