Litigation Legal Admin Assistant - Open Systems Technologies

The ideal candidate will have strong technical and organizational skills, meticulous attention to detail, excellent verbal and written communication skills, and possess a strong work ethic.

Responsibilities:

• Assist in organizing and managing the workload and deadlines of assigned attorneys.
• Input and track disbursement and expense reimbursement requests utilizing Chrome River.
• Accurately enter, review and revise timekeeper timesheets.
• Maintain attorney calendars through Outlook and coordinate travel arrangements as needed.
• Keep close track of key deadlines and proactively provide frequent updates to attorneys.
• Coordinate all aspects of client billing each month, including working with attorneys and billing coordinators on the following:
  • Review pre-bills for accuracy, including rates, discounts, client information and formatting, and make necessary edits.
  • Ensure specific billing arrangements are applied, such as flat fees, discounts, retainer payments, etc.
  • Review and verify the accuracy of final bills.
• Help open new matters and maintain client files in shared drives.
• Coordinate e-filing and filings with state, federal, and appellate courts.
• Assist in drafting correspondence with clients, courts, and opposing counsel.
• Generate and edit Tables of Contents & Tables of Authorities using Word Styles.
• Send court documents and other filings to be docketed, work with Docketing Department to monitor the calendar process, and proactively notify attorneys of litigation deadlines.
• Format, proofread, and finalize motions, opposition, and exhibits.
• Assist with trial preparation.
• Interact professionally with clients and other parties via email and telephone.
• Perform other related duties as assigned.

Knowledge, Skills & Abilities:

• A minimum of 5 years of supporting complex litigation practice in New Jersey state and federal courts is preferred, but willing to train the right candidate.
• Demonstrated ability to work independently, manage workflow and take the lead in keeping a team on track to meet critical deadlines.
• Exceptional organizational and time management skills.
• Excellent critical and analytical thinking.
• Diligent attention to detail and a high level of accuracy.
• Ability to work on multiple concurrent projects with team members and appropriately prioritize.
• Must be able to adapt to changes in workload and job responsibilities.
• Familiarity with reviewing attorney time entries and other client charges in order to assist with preparing and finalizing invoices.
• Proficient in all basic, advanced, and legal-specific Word and Windows 10 software as well as Outlook, Power PDF, Change-Pro, and Excel. Experience with Aderant and NetDocs preferred.
• Knowledge of court rules and civil procedures at the state and federal levels; appellate experience is a plus.
• Ability to implement the rules of civil procedure and local court rules in filings.
• Experience with accurately filing court documents both electronically and in document form and ability to determine and follow any local judge-specific requirements. Knowledge of Case Management/Electronic Case Files procedure and platform for Federal court required.
• Professionalism, including tactfully approaching others, treating others with respect, and reacting well under pressure.
• Strong team mentality, willing to pitch in to help wherever needed, build a positive team spirit and support everyone's efforts to succeed.