Job Details

Administrative Support Specialist

Stoel Rives LLP, Portland, Oregon

Job - Law

Close Date: 11/15/2019

This is an exciting opportunity to work for one of the top law firms in Oregon and the United States. This position will reside in our Portland office and is responsible for providing support to the firm’s attorneys as a member of the Firmwide Administrative Support Team (FAST). The ideal candidate is a team-player with a customer-service attitude, strong technology and word processing skills, strong attention to detail, and the ability to juggle multiple priorities. Our Firmwide Administrative Support Specialists perform a variety of tasks such as preparing basic legal document templates, proofreading documents, complex word processing, and preparing expense reports. At Stoel Rives, you will find challenging work assignments, opportunities for professional growth and community involvement, and a culture of innovation.


ESSENTIAL FUNCTIONS/RESPONSIBILITIES
1. Legal Administrative Support
Prepare template/shell legal documents; finalize legal documents; provide coverage for practice assistant assignments during times of need, such as heavy workload and unplanned or planned absences.

2. Word Processing
Keyboard a variety of documents from audio files, handwritten drafts or notes; create, proofread, label, redact and revise documents, spreadsheets, presentations, charts, forms and templates; apply track changes, formatting, automatic numbering and styles; prepare tables of contents and tables of authorities; prepare documents for electronic signature using DocuSign; PDF conversions; compare documents and produce redline comparison.

3. Editing
Edit non-legal documents for basic grammar, punctuation, spelling, consistency, sense, accuracy, proper wording, legal citation style, format, and outline; verify mathematical calculations; and manually compare documents word for word.

4. General Administrative Support
Enter and process data including timesheets, approval forms, expenses, proformas, vendor invoices, new business intake and conflicts, docketing, continuing legal education credit tracking, contact databases and distribution lists; photocopy, scan, fax, print and organize documents; distribute internal mail and documents; file management and maintenance (hard copy and electronic); schedule meetings and coordinate reservations for conference rooms; retrieve documents from document management system and hard copy files; prepare and maintain notebooks; prepare compliance reports to state bar associations; and transmit voluminous electronic documents via secure file sharing website.

5. Teamwork
Accurate and consistent tracking and reporting of work assignments through ticketing system; prioritize individual assignments to meet deadlines; provide coverage for FAST members during times of need, such as heavy workload and unplanned or planned absences; produce consistently accurate and high-quality work product to Firm and department service level standards; and contribute to improvements in efficiency and quality of work.

6. Continuous Learning
Maintain expertise in all pertinent software, including technical proficiency in Microsoft Office Suite, Visio, Adobe, iManage, and other systems to efficiently serve FAST users; and pursue continued training to gain new or advanced knowledge in software.
Other duties as assigned.

ESSENTIAL CAPABILITIES
Keep personally identifiable information, personal health information and attorney/client privileged information confidential; comply with Firm policies and ethics rules; prioritize daily responsibilities and special projects and readjust as priorities change; coordinate resources to meet deadlines; perform multiple tasks in a high-pressure, fast-paced environment; maintain a calm, courteous, and professional demeanor at all times; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative, and follow through; solve problems; work independently and in an interactive team environment; have prompt, regular, and predictable attendance; have strong organizational, grammar, and proofreading skills; pay attention to detail; have outstanding interpersonal and client service skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.

Technical Skills
• Accurately type 50+ wpm
• Intermediate proficiency in Microsoft Office
• Intermediate proficiency in Adobe Acrobat
• Familiarity with Bluebook legal citation format, DocuSign, MacPac, iManage, Express Scribe, Chrome River, Carpe Diem, Paperless Proforma, Intapp, Meeting Room Manager, Box, Workshare Compare, Metadata Assistant, 7-Zip or InterAction is a plus

Physical/Mental Capabilities
Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5 hour workday; learn and effectively use firm style and software applications; accurately proofread documents; accurately record and deliver phone messages; carry files, binders, and pouches of files for short distances.

EDUCATION & EXPERIENCE
High school diploma or equivalent required. At least four years of experience providing legal administrative, editing or word processing support, preferably in a large law firm setting supporting a variety of areas of law required. Associate’s degree or certificate in related field in lieu of one year of work experience. Bachelor’s degree in a related field in lieu of two years of experience. Basic understanding of accounting preferred.

NORMAL WORK HOURS
This position is non-exempt, with a standard work schedule of 37.5 hours per week. Strong preference for candidates with flexibility to work evenings and/or weekends. Overtime may be required on occasion and this position is eligible for overtime compensation.

To apply please visit our website: https://www.stoel.com/about-stoel-rives/careers/administrative-business-professionals/openings

Stoel Rives is an Equal Opportunity Employer

About Stoel Rives LLP: Stoel Rives is a leading U.S. corporate and litigation law firm. One of the largest national firms focused on energy, natural resources, environmental and climate change, Stoel Rives also serves the agribusiness, food and beverage, health care, life sciences and technology industries. With more than 350 attorneys operating out of 10 offices in seven states and the District of Columbia, Stoel Rives is a leader in regulatory and compliance matters, business, labor and employment law, intellectual property, land use, real estate development and construction law. For more information, follow us @stoelrives or visit www.stoel.com.

Complete details: https://www.stoel.com/about-stoel-rives/careers/administrative-business-professionals/openings