Receptionist/FAST Practice Assistant

Stoel Rives LLP has an immediate opening for a Receptionist/FAST Practice Assistant in our Washington, D.C. office. This position is a Practice Assistant on the Firm Administrative Support Team (FAST) and covers reception within the office. This is a multitasking position which includes conference room maintenance, food and beverage ordering, coordination of catered events, and the handling of any secretarial, attorney, or client requirement with a positive “can-do” attitude.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES 

Legal Administrative Support 

Prepare initial drafts/document shells of probate, tax, litigation, bankruptcy and agency pleadings from templates, including but not limited to requests for production/interrogatories, deposition notices, certificates of service, declarations, and notices of appearance; prepare transmittal letters; revise, format, finalize, file and serve pleadings; electronically file documents with federal, state and appellate courts in accordance with court rules and case procedures; pull documents from agency or court websites; provide coverage for practice assistant assignments during times of need, such as heavy workload and unplanned or planned absences; and compile and prepare exhibits. 

Document Processing 

Create, proofread, label, redact and revise documents, spreadsheets, presentations, charts, forms and templates; keyboard a variety of documents from audio files, handwritten drafts or notes; apply track changes, formatting, automatic numbering and styles; prepare tables of contents and tables of authorities; compare documents and produce redline comparisons.   

Editing 

Proofread and edit documents for punctuation, spelling, consistency, sense, accuracy, proper wording, legal citation style, format and outline; and manually compare documents word-for-word. 

General Office/Administrative Support 

Maintain office directory, coordinate all incoming and outgoing mail and deliveries, order supplies, keep supplies stocked in conference rooms and visiting attorney offices, and that all conference rooms or visiting attorney offices are set for scheduled meetings. Enter and process data including timesheets, approval forms, expenses, vendor invoices, new business intake and conflicts, docketing, continuing legal education credit tracking, contact databases and distribution lists; prepare transmittal, engagement and conflict waiver letters; photocopy, scan, fax, print and organize documents; distribute internal mail and documents; file management and maintenance (hard copy and electronic); retrieve documents from document management system and hard copy files; prepare and maintain notebooks; prepare closing binders; prepare compliance reports to state bar associations; and transmit voluminous electronic documents via secure file sharing website.  

Teamwork 

Accurate and consistent tracking and reporting of work assignments through ticketing system; communicate and collaborate with team regarding workload and availability 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; create and update knowledge articles; and provide training and mentoring to fellow FAST members.  

Client Service Responsibilities 

Answer all incoming calls and transfer as needed, including switchboards.  Ability to maintain a busy client reception, greet visitors, direct clients to the appropriate conference rooms or offices, ensure client needs are addressed promptly.  Ability to handle all service-related deliveries.  Assist with conference room set up and maintenance, coordinate conference room reservations, and coordinate catering for meetings and events.   

Security/Emergency Responsibilities 

Observe all visitors, when necessary, inform building security and office administrator of any problems, execute emergency response procedures, lock and unlock doors on schedule, and report minor facilities problems to appropriate firm and building personnel.  Maintain safety resources and attend safety committee meetings.  Issue access cards as necessary. 

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 

• Advanced proficiency in Microsoft Office applications 

• Intermediate proficiency in Adobe Acrobat, iManage, Forte, iManage, Express Scribe, Chrome River, Carpe Diem, Intapp, BOX, Litera Compare, Metadata Assistant and InterAction 

• Federal electronic court filing experience 

• Familiarity with Bluebook legal citation format 

Physical/Mental Capabilities  

Operate a telephone, personal computer; 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 7.5hour workday; learn and effectively use Firm style and software applications; and accurately proofread documents.