Senior Administrative Associate – Legal Services

This is a fully remote position, open to applicants in Oregon.

📋 Description

• Oversee essential legal workflows, which encompass electronic court filings, service via state and federal portals, and legal research.

• Execute legal research and retrieve case information utilizing Lexis, Westlaw, and PACER.

• Create discovery documents and litigation shells.

• Format pleadings according to firm standards.

• Arrange court appearances.

• Manage documents using Adobe Acrobat and DocuSign.

• Handle judicial forms processing.

• Supervise PCard expense reconciliations.

• Ensure that job tickets are accurately completed prior to initiating work.

• Evaluate job requests and guarantee their completion throughout the task lifecycle.

• Provide administrative assistance, including managing phone lines, customer service, document editing/transcription, data entry, reservations, and scheduling.

• Maintain logs and tracking software pertinent to administrative support tasks.

• Communicate any job or deadline issues to team members, leads, supervisors, or clients.

• Safeguard confidential company, employee, and client information.

• Adhere to contracted deadlines for accepting, completing, and delivering work.

• Troubleshoot basic equipment issues.

• Assist in the development of training plans and process maps.

• Conduct training sessions for a team of administrative personnel.

• Act as a subject matter expert and resource for junior staff.

• Engage with clients in person, by phone, via video, or electronically.

• Prioritize workflows and perform quality assurance on personal and team outputs.

• Comply with Williams Lea and client-site policies.

• Utilize equipment and supplies in a cost-effective manner.

• Execute additional duties as assigned.

⛳️ Requirements

• High school diploma or equivalent educational background.

• A minimum of 2 years of administrative support experience within a professional organization, ideally in the legal sector; or at least 1 year of administrative responsibilities for a Williams Lea client operation.

• Formal education and/or training may be accepted in place of experience.

• Recent extensive experience with e-filing and e-service.

• Direct experience in managing state, federal, and arbitration filings across various platforms including One Legal, First Legal, Pro Legal, Green Filing, Proof, File & ServeXpress, CaseAnywhere, District Court, Court of Appeals, Supreme Court, TrueFiling, FINRA, UCC, AAA, and JAMS.

• Experience in coordinating e-service and print dispatch.

• Advanced skills in Microsoft Word, Excel, and PowerPoint.

• Strong keyboarding and typing abilities.

• Capability to troubleshoot relevant business/client software.

• Familiarity with administrative support software applications.

• Proficient in scheduling telephonic and virtual court appearances through platforms like Court Call, Court Connect, Journal Technologies Court Portal, or similar systems.

• Excellent organizational skills with the ability to meet deadlines.

• Capacity to handle sensitive and highly confidential documents in a professional and discreet manner.

• Good judgment and problem-solving abilities, including knowing when to escalate matters.

• Ability to work both independently and collaboratively.

• Capacity to thrive in a fast-paced environment.

• Professional verbal and written communication skills.

• Proficiency with necessary equipment, technology, software, and hardware.

• Self-motivated with a positive attitude.

• Demonstrated customer service skills.

• Must be able to provide support for the West Coast - California.

🏝️ Benefits

• Medical, dental, and vision insurance.

• Paid time off.

• Disability coverage.

• 401(k) plan with company match.

• Life insurance.

• Optional supplemental insurance coverage.

• Parental leave.

• Adoption assistance.

• Tuition reimbursement.

• Employer/partner discounts.

• Overtime, shift differentials, call-in, and/or stand-by pay may be included in total compensation.