The Peninsula Center for Estate and Lifelong Planning
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Williamsburg Estate, Probate, Trust, and Business Attorneys

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Legal Assistant/Secretary

SUMMARY

Handles all types of administrative functions within the office to include answering phones and greeting clients; drafting correspondence; making copies; opening, closing, and maintaining client files; responding to general client inquiries regarding non-legal matters; drafting pleadings, deeds, correspondence, and all other documents as necessary under supervision of attorney; assisting attorney with estate and trust litigation matters as assigned; monitoring suspense dates; serving as liaison between client and attorney as necessary; maintaining assigned client files (to include filing); and other tasks as assigned.


GENERAL POSITION DUTIES AND RESPONSIBILITIES

i) Daily or as otherwise required:

a. Answers office telephone and schedules return phone calls for attorneys;

b. Drafts client appointment letters, makes appointment reminder phone calls to clients and prospective clients, and greets clients, prospective clients and other visitors;

c. Draft correspondence to or on behalf of clients as instructed by Attorney;

d. Gather and input information for Medicaid applications;

e. Opens files upon retention of law firm by new client and drafts closing letters upon conclusion of representative;

f. Draft complaints and other legal pleadings; manage all litigation files

g. Enter time in time and billing system daily;

h. Manage Attorney calendars;

i. Work with individuals in the various court clerks’ offices and commissioner of accounts’ offices as needed (must maintain good/positive relationships);

j. Schedule and coordinate court hearings;

e. Maintains paper and computer client files and keeps files organized;

g. Monitors suspense dates and regularly meets with responsible Paralegal or Attorney to review pending issues and status of certain files;

h. Checks for potential conflicts and maintains all client data in Practice Master;

i. Corresponds with clients via mail, telephone, and email and ensures prompt and courteous responses to client questions;

j. Assists with the copying of client documents and assembly of estate planning client binders.

k. Participates in document signing ceremonies as needed;

l. Assists with marketing (i.e. monthly client newsletter, birthday cards, etc.) as needed;

n. Orders supplies and maintains supply cabinet;

ii) Weekly or as otherwise required:

(1) Performs computer document and e-mail clean up;

(2) Maintains work status logs and updates office templates as necessary and instructed;

c. Scans closed files and maintains client database


POSITION SPECIFICATIONS

1. Skills & Abilities: Good typing skills required; successful employee must be pleasant to work with and have the ability to get along with others, have a pleasant phone presence, be honest and courteous; be able to multi-task; be detail-oriented; have strong organizational skills and the ability to work independently and to communicate effectively. A desire to help people in need is a must.

2. Computer Skills: Proficiency in Microsoft Word, Microsoft Excel, Microsoft Access, Microsoft Outlook, and Adobe are required. Knowledge of Practice Master preferable but not required