Temporary Practice Assistant
Job Description
At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us. Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.
We are seeking a Temporary Practice Assistant to join the Portland office. Practice Assistants work directly with multiple lawyers and other timekeepers to provide support and complete daily administrative tasks. Those in this role possess practice area-specific job knowledge and focus on support with the goals of accuracy, attention to detail, meeting deadlines, and task completion. They demonstrate organizational skills, the ability to prioritize, utilize excellent judgment in decision-making, and communicate effectively verbally and in written form.
Practice Assistants must be able to work independently and within a team, maintain a positive attitude, and treat others with respect. Confidentiality with Firm and client matters must be observed at all times, and adherence to all Firm policies and procedures is required. Candidates must be self-starters who possess the ability to work independently and as part of a team. Excellent communication skills and a commitment to providing the highest quality client service are strongly preferred.
KEY RELATIONSHIPS
Timekeepers, clients, managers, practice assistants, other senior practice assistants, practice specialists, as well as local and Firmwide Shared Support Services team members.
- Creating, editing, and proofreading correspondence and practice area-specific legal documents, generating document comparison reports, document and binder assembly, mailings
- Creating and editing charts and spreadsheets containing basic formulas
- Creating and editing PowerPoint presentations
- Preparing and coordinating court and other legal filings (physical and ECF)
- Assisting with new business intake process (submitting conflict checks, drafting file opening requests, drafting engagement letters)
- Maintaining an organized system for electronic files, including scanning files and running critical checks to ensure files and records are saved properly to the Firm’s document management system
- Maintaining an organized system for physical files including intake, retention, retrieval, and transfer of records
- Coordinating, entering, and editing daily time recording for timekeepers
- Preparing monthly client invoices (including reviewing bill narratives, making non-substantive edits, attention to pertinent details such as billing rates, client billing requirements, applicable discounts, etc., forwarding to and following-up with reviewers, submission, status tracking, and transmittal to clients)
- Drafting alternative fee arrangements
- Preparing and submitting expense reimbursement reports
- Coding and submitting vendor invoices for payment
- Utilizing Firm resources, such as internal library, Internet, etc. to perform research
- Providing administrative support such as Continuing Legal Education tracking, attorney licensing renewals, etc.
- Coordinating arrangements, logistics and obtaining required approvals for domestic and international travel utilizing the Firm’s travel provider
- Answering and placing telephone calls, maintaining timekeeper calendars and client contact lists, scheduling meetings and coordinating logistics
- Assisting with training and providing orientation for new and/or less experienced staff members
- Assisting other Practice Assistants and Senior Practice Assistants with overflow work, providing back-up legal and/or reception support, providing support at client services functions and events
- Providing occasional marketing and business development support
- Performing other relevant administrative duties as directed by manager, lawyers, practice area leaders, coordinators or department heads to assist with practice development initiatives and project work
ADDITIONAL DUTIES
- Excellent client service skills
- Positive attitude and team synergy
- Developing and maintaining effective relationships with internal and external clients
- Using sound judgment and demonstrating flexibility in decision-making and problem resolution to achieve positive business results
- Communicating effectively (oral and written), with a concentration on spelling and grammar, including being able to listen, remind, suggest, offer assistance to colleagues and lawyers and to share information clearly and professionally and coordinate across teams and departments to improve and achieve business results (Billing, Accounting, Marketing, New Business Intake, Records, IT, Global Support Teams)
- Ability to organize, prioritize, multi-task, meet deadlines, and exhibit attention to detail
- Capability of understanding and following specific, detailed instructions in oral and written form
- Maintaining confidentiality when performing complex legal administrative tasks that may be highly sensitive and require diplomacy and discretion
- Taking advantage of professional development opportunities and training to maintain up-to-date knowledge and increase functional expertise
- Maintaining an organized, secure work station and filing area
- Previous experience in a similar role within a medium to large law or professional services Firm working for multiple timekeepers a plus
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Document management system such as iManage
- Document template and processing systems such as Forte, Litera Compare
- Expense reimbursement and vendor invoice payment systems such as Concur, Basware
- Billing applications such as Intapp Time, Paperless Proforma, Elite Enterprise, 3E
- File Management Systems such as FileTrail
- Portable Document Format files (PDF) editor software such as Adobe Acrobat Pro
- Other business process applications such as Metastorm, DocuSign, eFax, PS Ship
- Typing speed of 65 words per minute or above
- Occasional overtime work is required according to practice or business needs.
- This position operates in an office setting and is largely sedentary. It requires routine use of a computer and other standard office equipment. The ability to open file cabinets, lift files, bend, and stand on a stool may also be required.
Hourly Rate $31.00 - $46.00 / hour
The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.
ABOUT THE FIRM
K&L Gates is a fully integrated global law firm with lawyers located across five continents in more than 40 offices. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world. We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world.
The industry recognition the firm has garnered emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.
Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.
BENEFITS
K&L Gates offers our personnel a comprehensive suite of benefits to help meet your needs now and in the future. Depending on your eligibility, options for full-time personnel include:
- Medical/Prescription Drug Coverage (including a Health Savings Account feature)
- Back-up Child/Elder Care and access to a caregiving concierge
- Dental Insurance
- Wellness Program
- Vision Insurance
- Pre-tax Commuting Benefits
- 401(k) Retirement Plan and Profit Sharing
- Business Travel Accident Insurance
- Short- and Long-term Disability Protection
- Pet Insurance
- Life Insurance (including Basic, Supplemental, Spouse, Child, and Accidental Death and Dismemberment)
- Health Advocacy Services
- Paid Time Off (20 days/year through first 4 years of employment; 25 days/year after 5 years of employment)
- Identity Protection/Restoration and Fraud Insurance
- Parental Leave (18 weeks of which 6 are paid; short-term disability may provide additional paid time off)
- Student loan refinancing options and access to a student loan concierge service
- Paid Holidays (12)
- Addiction Resources
- Family Building Benefits
- Breast Milk Delivery and Lactation Support Services
- Flexible Spending Accounts
- Employees also may be eligible to receive bonuses and certain expense reimbursements
- Employee Assistance Program
- Professional Development and CLE Credit Opportunities
- 529 Deductions
- Relocation
- Accident Insurance
- Employee Referral Program
- Critical Illness Insurance
- Hybrid/Remote Work Opportunities
- Hospital Indemnity Insurance
- Perks including: Technology, Entertainment, and Travel Discount Programs
- Bereavement Leave
- All other benefits (such as leaves of absence) required by law
EQUAL EMPLOYMENT OPPORTUNITY
The Firm is an equal opportunity employer. All employment decisions will be based on merit, qualifications, competence, and business need. Employment practices will not be influenced or affected by a person’s race, color, religion, sex (including pregnancy, childbirth, or related conditions), national origin, age, sexual orientation, gender identity or expression, marital status, disability, genetic information, military or veteran status, or any other characteristic protected by applicable law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment, and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of all unlawful harassment including, without limitation, that based on sex, race, age, disability, or national origin. The Firm complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please contact askHR@klgates.com.
By
K&L Gates
K&L Gates LLP delivers legal services on an integrated and global basis, with more than 2,000 lawyers located in 47 cities across five continents. Positioned at strategic intersections of the global economy, K&L Gates has one of the largest contin...
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