Legal Administrative Assistant

Our Billings, Montana office is currently seeking a full-time Legal Administrative Assistant .

POSITION SUMMARY:
The Legal Administrative Assistant works closely with attorneys and legal professionals providing general office support. This position will provide direct support to assigned attorneys and is responsible for performing a variety of administrative and clerical support tasks to ensure high -quality service and efficient day -to -day operations. The number of attorneys supported is based on the workload of the attorneys and may increase or decrease based on the needs of the Firm.

KEY RESPONSIBILITIES:

- Communicates professionally with courts, clients, opposing counsel, and other parties via phone, email, and in person.

- Maintains physical and electronic case files .

- Opens and closes case files in accordance with firm procedures.

- Retrieves information as requested from records, email, files, and other related documents; prepares written summaries of data when needed.

- Prepares, formats, proofs, and files legal documents, contracts, briefs, motions, and pleading s as assigned.

- Schedules meetings, conferences, and depositions .

- Maintains attorneys’ calendars with appointments, court appearances, and other deadlines as requested.

- Assists assigned attorneys with time entry, travel arrangements, and expense reimbursements as needed.

- Performs general administrative tasks such as copying, scanning, filing, and data entry.

- Utilizes technology to create, edit, format, organize, redact, Bates stamp, and securely manage documents.

- Learns and adapts to new software tools, processes, and operational procedures.

- Responds to and resolves administrative inquiries and questions.

- May provide periodic backup support to other legal assistants and attorneys as needed.

- May provide periodic backup support to the receptionist’s duties as needed.

- Performs other related duties as assigned.

KEY SKILLS:

- Strong customer service and interpersonal skills are required to communicate effectively and professionally with all levels of personnel and external clients.

- Able to maintain strict confidentiality of client and firm information; understands and implements general rules of ethical behavior applicable to legal personnel.

- Able to work in collaboration within a team and independently.

- Able to learn new skills as technology evolves.

- Possesses excellent attention to detail, follows up on projects, and follows through on deliverables.

- Able to develop and apply comprehensive planning and organizing strategies to ensure tasks and projects are appropriately prioritized and resources are used effectively and efficiently.

- Able to work under tight deadlines, handle multiple detailed tasks, and anticipate when help will be needed from department members.

- Flexible and able to respond quickly and positively to shifting demands and opportunities.

- Able to effectively work in a multi-office environment and a culturally and educationally diverse environment.

- Writes clearly and informatively, edits work for spelling and grammar, adapts communication to suit needs, presents numerical data effectively, and can read and interpret written information.

- Speaks clearly and persuasively, listens and gets clarification as needed, responds well to questions, and takes a collaborative approach in group settings.

- Able to take responsibility for work activities and personal actions, follow through on commitments, acknowledge and learn from mistakes, and recognize the impact of one’s behavior on others.

- Able to independently formulate sound decisions and select an effective course of action using available information

MINIMUM QUALIFICATIONS:

- High school diploma or equivalent.

- Minimum of three years of experience in an administrative role.

- Working knowledge of Microsoft Office Suite, Adobe, and other similar software.

- Must be able to read, comprehend, and follow written and verbal instructions.

- Available to work overtime as needed and approved by assigned attorneys.

- Valid driver’s license.

PHYSICAL REQUIREMENTS:

- Prolonged periods of sitting at a desk and working on a computer.

- Must be able to lift up to 25 pounds at times.

PAY & BENEFITS:
The Firm offers a competitive wage and a comprehensive benefits package including:

- Medical, dental, and vision.

- Employer paid short and long-term disability.

- Voluntary life, accident, and critical illness.

- Flexible spending accounts.

- Vacation, sick, and personal leave.

- Paid parental leave.

- Fully vested 401(k) retirement plan with employer contributions (eligible after 1 year).

DISCLAIMER:
This job posting is not meant to be an all-inclusive list of duties and responsibilities but constitutes a general definition of the position's scope and function.