FAST Practice Assistant/Administrative Skills Trainer

Stoel Rives LLP has an immediate opening for a FAST Practice Assistant/Administrative Skills Trainer in any of our offices. This position is a Practice Assistant and Skills Trainer on the Firmwide Administrative Support Team (FAST) specializing in business and transactional legal support and providing administrative skills training to all administrative support department new hires. This position reports to the FAST Supervisor.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

            1. Legal Administrative Support

Proof, format and finalize correspondence and legal documents related to business, land use and real estate transactions, agency forms, contracts, and estate, retirement and benefit plans; provide coverage for practice assistant assignments during times of need, such as heavy workload and unplanned or planned absences; prepare and update attorney and client notebooks, including closing notebooks, minute books, and estate plan notebooks; and compile and prepare exhibits.

2. Administrative Skills Training

Train all administrative support department new hires on administrative and practice assistant tasks including Audit Letters, Campus Ship, Carpe Diem (time entry), Chrome River Expense and Invoice (including non-billable coding guide and Finance portal page), Code Search, Intapp (conflict conversions, new client, new matter, client maintenance), Engagement Letters, Firm Directory, iManage, Interaction, IRM Records, MacPac templates, Paperless Proforma and WALZ mailers in a live classroom or one-on-one environment. Develop course materials and create recorded eLearning modules. Continuously expand knowledge of administrative support-related programs and processes. Quality check and provide feedback to trainees. Escalates performance concerns to supervisor and/or manager.

3. Document Processing

Create, proofread, label, redact and revise documents, spreadsheets, presentations, charts, forms and templates; keyboard a variety of documents from audio files, handwritten drafts or notes; apply track changes, formatting, automatic numbering and styles; prepare tables of contents; compare documents and produce redline comparisons. 

              4. Editing

Proofread and edit documents for punctuation, spelling, consistency, sense, accuracy, proper wording, format and outline and manually compare documents word-for-word.

               5. General Administrative Support

Enter and process data including timesheets, approval forms, expenses, proformas, vendor invoices, new business intake and conflicts, docketing, continuing legal education credit tracking, contact databases and distribution lists; prepare transmittal, engagement and conflict waiver letters; photocopy, scan, fax, print and organize documents; distribute internal mail and documents; file management and maintenance (hard copy and electronic); schedule meetings and coordinate reservations for conference rooms; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; prepare compliance reports to state bar associations; and transmit voluminous electronic documents via secure file sharing website.

               6. 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.

              7.  Teamwork

Accurate and consistent tracking and reporting of work assignments through ticketing system; communicate and collaborate with team regarding workload and availability provide coverage for FAST members during times of need, such as heavy workload and unplanned or planned absences; produce consistently accurate and high-quality work product to Firm and department service level standards; and contribute to improvements in efficiency and quality of work; create and update knowledge articles; and provide ongoing training and mentoring to administrative support staff.

             8. Workflow Coordination

Prioritize and delegate assignments based on deadline and staffing during coordinator shift; record, monitor, and update reservation requests; negotiate deadlines with attorneys and staff; assess what can be done for a project if when time and staffing constraints occur; and escalate concerns or issues to FAST Supervisor.

Other duties as assigned.

ESSENTIAL CAPABILITIES

Keep personally identifiable information, personal health information and attorney/client privileged information confidential; comply with Firm policies and ethics rules; prioritize daily responsibilities and special projects and readjust as priorities change; confident public speaker; 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 Skills

•            Accurately type 50 wpm

•            Advanced proficiency in Microsoft Office

•            Advanced proficiency in iManage, Express Scribe, Chrome River, Carpe Diem, Paperless Proforma, Intapp, Code Search, Engagement Letters, IRM Records, WALZ Mailers, Campus Ship, Meeting Room Manager, Workshare Compare, Interaction, Adobe Acrobat, MacPac, BOX, Metadata Assistant and 7-Zip.

•             Intermediate proficiency with Camtasia, Zoom, Microsoft Teams, Odyssey File and Serve and federal CM/ECF and NextGen electronic court filing systems

              Physical/Mental Capabilities

Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5 hour workday; learn and effectively use firm style and software applications; accurately proofread documents; accurately record and deliver phone messages; carry files, binders, and pouches of files for short distances.

EDUCATION & EXPERIENCE

High school diploma or equivalent required.  At least five years of experience providing legal administrative support, including business transactional and litigation practice areas. At least three years’ experience training and mentoring others. Strong preference for electronic court filing experience in a variety of jurisdictions and knowledge of federal court procedures. Certificate or college degree in administrative assistant, legal assistant/secretary, or paralegal program, or related field in lieu of one year of work experience.

NORMAL WORK HOURS

This position is non-exempt, with a standard work schedule of 37.5 hours per week.  This is a fully remote position, with the occasional need to work in office.  Overtime may be required on occasion and this position is eligible for overtime compensation.

About Stoel Rives LLP: Stoel Rives is a leading U.S. corporate and litigation law firm. One of the largest national firms focused on energy, natural resources, environmental and climate change, Stoel Rives also serves the agribusiness, food and beverage, health care, life sciences and technology industries. With more than 350 attorneys operating out of 10 offices in seven states and the District of Columbia, Stoel Rives is a leader in regulatory and compliance matters, business, labor and employment law, intellectual property, land use, real estate development and construction law. For more information, follow us @stoelrives.

Stoel Rives is an Equal Opportunity Employer