POSITION SUMMARY The Paralegal Administrative Assistant will play a crucial role in ensuring accurate and timely processing of vendor invoices, maintaining financial records, and supporting the overall efficiency of the invoicing process. This position will also assist paralegals with the organization, indexing and analyzing client and firm files, records, and electronic media. Additionally, this position will assist with reviewing and coordinating scanning and bookmarking with Epiq for uploading into shared drives or iManage.
DUTIES AND RESPONSIBILITIES Invoicing: - Review, process, and manage vendor invoices. Ensure invoices are accurate, properly coded and submitted for payment in a timely manner.
- Communicate with attorneys, paralegals, clients, accounting department and third-party vendors to resolve invoice discrepancies or obtain missing information.
- Assist department Director and accounting team to develop and implement invoice billing process.
- Assist with identifying technology solutions to improve invoice processing workflows.
- Maintain and update excel spreadsheets with status of invoices and payments to third-party vendors.
Administrative Assistance: - Assist paralegals and attorneys with quality control review requests from Epiq.
- Maintain and organize physical and electronic files and email communications.
- Coordinate with attorneys, paralegals, and Trial Support to help facilitate communication within the department and with external contacts, including clients, attorneys, and vendors to transfer files for delivery to trial sites.
- Review of open and closed files and prepare index and upload documents into iManage and WinstonWay Workspaces.
- Delivery and relocation of boxes between offices, floors and conference rooms as needed per request of paralegals and attorneys.
- Maintain confidentiality of all sensitive information and adhere to firm policies and procedures.
BASIC QUALIFICATIONS - High School Diploma or GED equivalent required. Bachelor's degree preferred.
- Two plus years of administrative experience working in a professional environment required, law firm preferred.
- Must live within a commutable distance to the office required since this is an in-office role 5 days per week required.
COMPETENCIES Adaptability:
- Ability to travel to trial sites throughout the country to assist case teams with delivery of trial boxes and case materials to court and offsite was rooms.
- Ability to learn and embrace new skills and best practices asirm needs evolve.
Communication & Collaboration:
- Strong oral and written communication and people skills.
- Ability to manage confidential information with tact and discretion.
- Ability to develop relationships and foster collaborative teamwork at all levels of the Firm.
Excellence:
- Strong attention to detail and accuracy in data entry and record keeping.
- Highly proficient in Excel and ability to manage and maintain large excel files.
- Excellent organizational and time-management skills.
- Ability to produce quality work in a fast-paced environment, including prioritizing tasks efficiently under deadlines or time constraints.
- Ability to identity and accomplish long and short-term goals, projects, and activities.
- Maintain a service-focused mindset.
Problem Solving and Professionalism:
- Ability to identify and analyze issues and demonstrate good judgment regarding actions and solutions.
- Ability to respond to unexpected challenges and composure and a professional demeanor.
Miscellaneous:
- Ability to lift and move boxes weighing up to 50lbs and the ability to push or pull cart up to 250 lbs.
- Willing to work additional hours, with little notice, and may require more than 35 hours per week to perform duties of the position; may also require irregular hours.
BENEFITS
Winston offers comprehensive benefits that provide a full spectrum of coverage and support for our full-time employees and their families. Additional information about benefits and rewards can be found here.
We value diversity in the workplace. EOE/Minorities/Females/Vets/Disabled (EOE=Equal Opportunity Employer)