Public Finance Legal Administrative Assistant

Please note that Jackson Walker is not currently accepting search firm submissions in connection with this opening.

Public Finance Legal Administrative Assistant

FLSA Status: Non-Exempt

Department: Public Finance

Reports To: Office Administrator

Jackson Walker, the largest law firm in Texas, has an exciting full-time employment opportunity for a Public Finance Legal Administrative Assistant in our Houston office. This position is responsible for supporting the Public Finance team with the day-to-day processes for clients in addition to providing administrative support to the team in accordance with Firm policies and procedures.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Specific duties of this position include, but are not limited to:

• Assists with public finance transaction documents, including orders, certificates, notices, affidavits and bond related documents and assembles transcripts for submission to the Attorney General of Texas for review prior to the issuance of bonds and assists with preparation of the closing transcript.
• Assists with the preparation of agendas, minutes, orders, and resolutions for Board of Directors meetings.
• Coordinates and schedules travel, meetings, and appointments, and assists with expense reimbursements.
• Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to client or accounting.
• Participates in the timely review and submission of prebills and/or client bills.
• Regularly anticipates the needs of assigned attorneys in order to promote timekeeper efficiencies (i.e., drafts correspondence, prepares legal documents).
• Routinely reviews and follows-up on client deadlines and calendar appointments.
• Coordinates and makes necessary arrangements for meetings.
• Assists assigned attorneys with completing and tracking CLE compliance, presentations and training programs, other business development activities, and organizing all other non-billable activities.
• Accurately prepares and submits client intake forms.
• Regularly and consistently updates client files and notebooks.
• Able to juggle multiple assignments and/or deadlines while maintaining a professional demeanor and timely seeks assistance when needed.
• Willing and capable to offer assistance to others when needed.

QUALIFICATIONS:

• Demonstrated knowledge of legal terminology, legal documents, and legal processes in public finance preferred, however, experience in real estate, corporate/finance helpful.
• Possesses strong clerical skills including typing, word processing, mail and contact management, spreadsheets, presentations, and all of the Firm’s systems and databases.
• Strong computer proficiency in the use of MS Office (Word, Excel, PowerPoint and Outlook), Document Management System, Time Entry, and database software.
• Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.
• Ability to work effectively and proactively within a team environment.
• Strong time management skills and the ability to work under pressure in a fast-paced environment.
• Ability to coordinate multiple tasks concurrently and to meet deadlines.
• Strong organizational skills, interpersonal skills, and attention to detail.
• Initiative, flexibility, resiliency, and a willingness