JOB SUMMARY
Steptoe & Johnson PLLC seeking a Legal Administrative Assistant to join our Charleston, WV office.
PRIMARY DUTIES AND RESPONSIBILITIES
1. Takes lead in coordinating closing details for residential mortgage transactions, including but not limited to preparing closing settlement statements, scheduling closings, drafting closing documents, managing disbursements and effectively communicating with team, lenders, buyers, sellers, realtors and related parties.
2. Formatting documents into final form, proofreading, copy, scan, fax, mail via US Mail, shipping, or email process; prepare and process outgoing mail according to client and attorney requirements and maintain a copy of correspondence, etc. in the matter file for easy retrieval and/or other parties.
3. Process incoming mail and delivery of documents by scanning to document management system, prepare initial response, if needed, and distribute, as needed, to appropriate team member. Draft and prepare correspondence for attorney’s signature and distribute to clients, and related parties.
4. Assists in maintaining data for program management, complying with internal and external closing procedures, and providing reminders as necessary and assist in assembling documents and files. Must have knowledge of attorneys’ preferences, using Outlook, Wunderlist, Dropbox, and other specific programs. Qualia is used by group.
5. Perform remote and in person abstracting of surface estates for residential and commercial orders.
6. Knowledge of File/e-file documents with Clerk’s offices. Maintain a record of documents received for record keeping and ease of retrieval.
7. Prepare billing letters, process vendor invoices for payment by firm and at closings; process and maintain a record of paid invoices.
8. Opening/closing files, consistent with department and firm practice. Knowledge of LBMS software is necessary to following requirements and assist attorneys in opening new case files.
9. Office duties including answering phones, checking attorney voice mails as necessary, copying, scanning, faxing, time entry, completing Partner Desk for attorney calls, filing, scheduling and maintaining calendar of closings.
10. Draft legal documents in Microsoft Word and assist attorney.
11. With attorney and/or client to take instructions, obtain information, report on status of matters and otherwise support legal actions.
12. Organize, maintain, review, summarize, and analyze documents and records.
13. Run conflict reports and open new files utilizing the LBMS system.
14. Prepare check requests and travel/expense reports.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
EDUCATION: High school diploma or equivalent is required
WORK EXPERIENCE: 2 years work experience in loan transactions, real estate, drafting closing documents, or working in a law firm preferred, but training available for willing candidates.
