Sarasota, Florida office of AV Rated regional law firm serving clients locally, nationally, and internationally is seeking a Trusts & Estates Legal Assistant to join its growing office. Must have a two-year degree or comparable experience and a minimum of 5 years of law firm administrative experience, preferably as a probate and estate planning legal assistant. Experience working with multiple attorneys required and Florida probate experience required. Individual will perform a variety of legal administrative support duties and deliver high-quality service to clients, exhibiting commitment to integrity and excellence. Candidates for the role must have a thorough knowledge of law firm and practice specific administrative processes and procedures, information technology systems, research tools, and a broad-based understanding of the clients, matters, and associated practices. The scope of responsibilities includes prioritizing, managing, following through on multiple projects, and communicating effectively, courteously, and professionally with clients, attorneys, staff, and peers. Seeking candidates who have a positive work ethic, who love what they do because they know they are on the front line in providing a high level of service to our attorneys, staff, and clients. Successful candidates will have great people skills, patience, the ability to multi-task and prioritize, and be proactive and confident in your commitment to our attorneys and clients by identifying what they need and providing it.
Essential functions of this position include proven ability and experience handling all aspects of administrative support needed to assist attorneys in probate cases and estate planning and administration from inception to resolution with a sustained record of high-quality work, working knowledge of the rules of procedure governing probates in state courts as it relates to this role. The candidate must be capable and experienced with using various court filing systems, must have experience filing pleadings in state in accordance with the related court requirements, working in a mid to large size firm and collaborating with various firm-wide departments in the handling of various responsibilities, including case opening, conflicts checks, billing, training, records, etc. Effective oral and written communication skills needed to draft and proofread correspondence, pleadings, and other legal documents are also essential. The best candidate will also have experience tracking firm, attorney, and client expenses and using an application software to process reimbursements and payments, knowledge and ability to participate in the client billing process, including assisting attorneys in entering narratives, tracking billable tasks, making edits, calendaring billing due dates, and delivery of bills to clients in electronic and paper forms, and be able to schedule state court hearings in accordance with court requirements.
To perform well in this role, the legal assistant will also understand court requirements to calculate deadlines and ensure they are met by the attorney and team, schedule client appointments in coordination with the attorney, possess some knowledge of special events planning and coordination to assist in organizing attorney business development events, manage electronic and paper case files, handling incoming and outgoing mail and other correspondence. Answering, screening, directing and placing telephone calls and emails, consistently deliver outstanding client service and quality. The ability to work efficiently and effectively under pressure and time constraints and the ability to effectively balance assignments and workflow from multiple attorneys within a collaborative group and individually is required. Only candidates with the ability to multitask and handle multiple responsibilities and high volume will perform best in this position. Strong attention to detail, initiative, and follow-through required. Must also have effective oral and written communication skills, including the ability to clearly express thoughts to others and exchange information, and to establish and maintain effective working relationships with employees, other departments, vendors, and the public.
Working knowledge of Microsoft Office, including extensive knowledge of Outlook, Word, Excel and experience working with law firm case management and billing software required. Working knowledge of FileSite, CMS, SmartTime, Aderant, and Hot Docs are a PLUS. Technology training for firm utilized software is provided during onboarding.
The above description is intended to describe the general nature and level of work being performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications of employees assigned to this job. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload.
Usual work hours are Monday to Friday, 8:30 a.m. – 5:00 p.m. with a one-hour lunch. Overtime work may be required from time to time. Firm offers great benefits package, including paid holidays, vacation, and sick time, 401(k), health benefits, and annual salary of $55-$60k.
To apply for this job please visit www.infinitytalentfl.com.