Legal Administrative Assistant (Immigration)

Summary

The LAA is responsible for producing a variety of work product related to the attorney/client interaction. Work product includes, but is not limited to, the production of documents; the management of time entry; coordination and facilitation of travel plans, meetings, electronic and face-to-face communications; handling of incoming and outgoing mail and other correspondence; expense entry; and file maintenance. The LAA must be able to work effectively with a variety of law firm members, including numerous lawyers, paralegals, and staff members. In all situations, it is expected that the LAA will maintain the highest levels of respect, confidentiality and professionalism in the execution of the responsibilities.

This position reports to the LAA Supervisor/Office Manager; on a day to day basis, works under the direction of the attorneys and paralegals to whom the Legal Administrative Assistant (LAA) is assigned. LAAs assigned to an LAA Team will report to the LAA Team Supervisor when a Supervisor is part of that Team's structure.

Required Education & Experience

• High School diploma or equivalent.
• 3-4 years LAA experience or equivalent
• Strong computer skills required with Microsoft Word and Outlook, as well as with file document management tools such as iManage.

Preferred Education & Experience

• College or business school.
• Prior experience in the assigned practice area(s).
• Strong computer skills with PowerPoint.
• Law firm experience preferred.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In order to perform one (1) or more essential functions of this role, a minimum of three (3) days in the office is required.

• Client Billing Coordinator (50%)
  
  
  
  • Prepares and submits expense reimbursement and disbursement requests, ensuring accuracy and proper documentation.
  • Verifies client invoices totals, filing fees, and other billing components to ensure correctness and completeness.
  • Initial review of prebills prior to meeting with attorney.
  • Completes billing edits based on specific client guidelines.
  • Coordinates client billing, including preparing billing letters and financial updates.
  • Sends invoices to clients and coordinates payments.
  • Assists with tracking and monitoring alternative fee arrangements, as well as automating and monitoring matter budgets.
  
  
  
  
• Legal Administrative Support (45%)
  
  
  
  • Prepares and processes new matter intake, including engagement letters.
  • Conducts initial phone screens to gather facts and documentation.
  • Manages and coordinates initial consultations
  • Maintains and updates a centralized immigration case tracking spreadsheet to ensure timely and accurate monitoring of case statuses, deadlines, and required documentation.
  • Types and modifies legal documents accurately and within requested timeframes, prioritizing assignments to meet deadlines.
  • Prepares documents for filing and ensures all attachments, exhibits, and enclosures are included.
  • Assists with properly copying, naming, and storing documents in electronic file.
  • Assists attorney with assigning cases to paralegal team.
  • Manages incoming and outgoing mail, including specialized services when needed.
  • Maintains paper and electronic files in compliance with current policies.
  • Assists in coordinating timekeeper calendars, including calendaring specific client dates and deadlines.
  • Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports.
  • Maintains and updates contact names and addresses in the contact database
  • Schedules meetings and arranges for conference rooms and meals.
  • Communicates effectively with clients and with others in the Firm. Receives and directs clients and visitors as needed.
  • Proactively anticipates the business needs of the assigned attorney(s); plans ahead and meets deadlines.
  
  
  
  
• General and Administrative (5%)
  
  
  
  • Proactively demonstrates effective teamwork and assists other LAAs as time permits.
  • Serves as a backup LAA to assigned timekeepers.
  • Works cooperatively with other departments and individuals in the Firm.
  • Performs other duties as assigned by core practice group.
  
  
  
  

Competencies

• Strong verbal and written communication skills.
• Self-motivated with excellent organizational skills and attention to detail.
• Highly professional with a strong customer service orientation, commitment to meeting deadlines, and ability to multitask in a fast-paced and dynamic environment.
• Strong professional, independent thinking skills with strength in problem solving and the ability to offer constructive opinions and creative solutions.
• A team player who motivates and educates other team members.
• Regular and predictable attendance is an essential function of the position.

Supervisory Responsibility

This position has no supervisory responsibilities.

Travel

No travel is expected for this position.

Work Environment & Physical Demands

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the responsibilities of the position, these work environment characteristics are representative of the environment the person in this position will encounter. While performing the duties of this job, the employee will work in a professional, fast paced office environment that may require additional hours to complete work.

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the position. If an employee is unable to perform the essential functions of the position, Stinson LLP will evaluate whether a reasonable accommodation can be made to enable the employee to perform the described essential functions of the position. Generally, due to the nature of this office position, while performing the responsibilities of the position, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds. Vision abilities required by the job include close vision.