Real Estate, Construction & Design Practice Assistant (Legal Assistant/Secretary)

Stoel Rives LLP has an immediate opening for a Real Estate, Construction & Design Practice Assistant in our Portland office. This position provides legal administrative support to attorneys in the Real Estate, Construction and Design, and Litigation practice groups. This position reports to the Practice Assistant Supervisor or Office Administrator.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

Legal Document Preparation and Filing

Prepare template/shell pleadings; coordinate document production; revise, finalize, file and serve pleadings; revise and finalize commercial and real estate transactional documents; and facilitate recording of real estate documents with count recorder’s offices.

Word Processing

Keyboard correspondence and simple to complex legal documents and forms from transcription, handwritten drafts, or notes; apply track changes, formatting, and styles; proofread, format, edit, label and redact documents; transcribe voice mail messages and attorney dictation; and compare documents using document comparison software and produce redline comparison.

Timekeeping and Billing

Enter, proofread, and close timekeepers’ time entries in billing software; review, proofread, distribute, and track prebills and client invoices; manage complex prebills, incorporate edits, and mail out client invoices as needed; research and resolve billing problems and questions from clients and accounting as needed; and process expense reports and invoice disbursement requests.

Client Service

Communicate with clients and outside counsel via phone and email; work with clients to obtain signatures on legal documents; coordinate client travel for in-person meetings and hearings; and coordinate client holiday cards and gifts.

Teamwork

Work with and provide coverage for practice assistant team during times of need, such as heavy workload and unplanned or planned absences; delegate and coordinate projects with support departments; assist coworkers and timekeepers with questions related to technology or firm procedure; and participate in team meetings.

File and Document Management

Scan, copy, fax, print, and organize documents; request and review conflicts reports; open new client/matters using firm’s electronic records system; maintain electronic and physical files; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; and transmit voluminous electronic documents via secure file sharing website.

Other Administrative Support

Maintain timekeepers’ calendars and monitor docketing deadlines; review documents and correspondence for important deadlines and information; maintain Outlook and Interaction contacts and working lists; distribute internal and external mail electronically and/or by hard copy; schedule meetings and coordinate reservations for conference rooms and lunches; track Continuing Legal Education (CLE) credits and prepare compliance reports to state bar associations; prepare and submit appropriate request form for business development or professional development expense approval; answer phone calls and relay phone messages; arrange travel; update and maintain practice group page on the firm’s intranet; and comply with firm policies, including confidentiality, insider trading issues, etc.

Other duties as assigned.

ESSENTIAL CAPABILITIES

Keep personally identifiable information, personal health information, and attorney/client privileged information confidential; prioritize daily responsibilities and special projects and readjust as priorities change; coordinate resources to meet deadlines; perform multiple tasks in a high-pressure, fast-paced environment; maintain a calm, courteous, and professional demeanor at all times; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative, and follow through; solve problems; work independently and in an interactive team environment; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.

            Technical Knowledge

• Accurately type 60+ wpm

• Proficiency in Microsoft Office suite

• Experience with law firm software, such as iManage, Adobe Acrobat, Emburse, Carpe Diem, Aderant billing and financial tools, Intapp, Rendezvous, Visio, AIA contract software, WestlawNext, WestCheck, Box, Workshare Compare, Metadata Assistant, and InterAction is preferred