Practice Coordinator, Public Finance (Legal Administrative Assistant)

The Practice Coordinator supports the Public Finance practice group with essential functions necessary in representing firm clients. The successful candidate provides knowledge of legal procedures and terminology along with the ability to follow instructions and takes initiative under limited supervision. Responsible for a broad range of administrative duties including document production organization research and client support for timekeepers.

This position will require presence in the office at least three days per week pursuant to the firms hybrid work policy. Overtime and flexibility in schedule is required from time to time.

Responsibilities include but are not limited to:

• Prepare edit and proofread a variety of practice area legal documents e.g. correspondence agreements closing documents spreadsheets and presentations

• Maintain calendars to include coordination and scheduling of meetings depositions conference calls and WebEx send calendar invites and reminders reserve conference rooms on-site in firm reservation system and for off-site venues

• Organize and manage files/emails in the document management system

• Manage physical files including intake retention retrieval and transfer of records

• Complete client/matter intake request forms and work directly with the lawyer and compliance department on new or existing business

• File documents electronically with various courts. Remain up to date on format filing requirements and deadlines

• Save documents and emails in the Document Management System as well as paper files in IRM if required

• Review and edit pre-bills for submission to billing department and research/identify outstanding invoices and payments when needed

• Exercise good judgment and delegate administrative tasks as needed to appropriate firm resources e.g. Practice Assistants Global Service Center Billing Docketing etc.; maintain responsibility for and track all delegated activities/tasks/projects to successful completion

• Interact and follow-up with clients outside counsel and others as needed

• Maintain and update contact lists create labels and coordinate mailings as directed by timekeepers

• Compile research from various online resources and databases and/or work with librarian to obtain information as needed

• Coordinate domestic and international travel arrangements with firms travel provider

• Process business expense reimbursements and vendor payments

• Assist other practice group support members with overflow work and provide backup support during periods of annual or personal leave

• Assist with administrative tasks related to timekeeper compliance requirements and professional organizations

• Work collaboratively with lawyers senior practice coordinators and practice assistants on assigned duties

• Assist other practice groups upon request with special projects

• May have a billing rate and be required to bill for some tasks

• Consolidate and organize files at the close of a matter

• Manage and assist with complex document production using the firm software and best practices

• May draft engagement letters

• Track deadlines and status of cases/matters. As needed update lawyers and/or docketing department on deadlines

• Process the appropriate court filings as directed by the lawyer adhering to the requirements of the court

• Prepare practice group profiles and other submissions for industry guides client alerts and other distributions and for pitches for new work

• Prepare and maintain practice group materials for website updates

• Coordinate and oversee client marketing events and various client meetings

• Attend client meetings when requested

• Prepare various BD reports of new work and other department activities

• Input time entry for assigned lawyers; track work in progress and account receivables

• Work independently and take ownership of projects at the direction of lawyers

• May assist paralegals and perform some paralegal duties as assigned

• May train assist and provide orientation for new and less experienced members of staff

• Assist other practice support members with overflow work and provide backup support during periods of annual or personal leave

Other duties

Please note this job description does not cover or contain all activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

Qualifications and experience:

• Minimum of 2 years experience performing basic office and clerical duties in a law firm or professional service organization; public finance experience preferred

• Associates or Bachelors degree preferred. High school diploma is required

• Proficient in Microsoft Office Suite and Adobe Acrobat

• Experience with document management system FileSite preferred

• Excellent communication skills both written and verbal

• Excellent organizational skills and attention to detail

• Ability to work harmoniously and effectively with others as part of a team

• Strong work ethic and positive attitude with flexibility to work overtime as needed

• Exercises confidentiality and discretion in a professional and trustworthy manner

• Maintains a calm and professional demeanor at all times

• Demonstrates good judgment and good interpersonal skills

• May require current and related practice group experience

• Strong problem solving skills and resilience; resourceful and innovative in solving problems and uses experience to continually develop skills

• Self-starter who takes initiative and has willingness to learn

• Demonstrates accountability; takes ownership and pride in work

• Strong time management skills; able to prioritize actions from multiple sources

• Ability to learn and understand basic firm principles

• Basic to comprehensive understanding of legal terminology

• Ability to lead and coach team members when required; maintaining a positive and productive team environment