Assistant Discovery Legal Jobs (NOW HIRING)

Company Description

The Farneth Law Group is a civil litigation firm handling a wide range of matters, including Medical Malpractice, Personal Injury, Motor Vehicle Accidents, general civil matters, and commercial litigation. We are seeking an experienced, reliable, organized, and detail-oriented Full-Time Legal Secretary / Legal Assistant to join our team.

The position will provide direct support to attorneys and paralegals while also handling essential in-office responsibilities, including courthouse filings and deliveries, incoming and outgoing mail, document management, front desk coverage, trial and deposition preparation, and general office operations.

We are looking for someone who is dependable, professional, detail-oriented, comfortable communicating with clients and legal professionals, and able to manage multiple responsibilities and deadlines in a fast-paced litigation environment.

Key Responsibilities

1. Legal Assistant & Case Support

• Assist attorneys and paralegals with drafting and preparing correspondence, letters, notices, pleadings, and other legal documents.
• Assist with discovery, including preparing and organizing discovery requests and responses, gathering responsive documents and information, and maintaining discovery materials.
• Assist with opening new case files and completing the initial intake process.
• Communicate with prospective and existing clients to obtain case information, documents, records, contact information, and other materials needed for their cases.
• Maintain routine communication with clients and follow up regarding outstanding information or documentation as directed by attorneys and paralegals.
• Assist with scheduling and confirming depositions, hearings, mediations, meetings, medical examinations, and other case-related events.
• Communicate professionally with clients, opposing counsel's offices, court reporters, medical providers, experts, courts, and other third parties regarding scheduling, records, case information, and other routine matters.
• Assist with preparation for depositions, hearings, mediations, and trials.
• Save, organize, and maintain case documents within the firm's electronic case management and document filing systems.
• Provide additional legal and administrative support to attorneys and paralegals as needed.

2. Courthouse & In-Person Legal Responsibilities

• Deliver and pick up documents at courts, government offices, and other locations as needed.
• Handle courthouse-related tasks, including:
• Signing up for court lists;
• Checking court dockets;
• Completing filings that are not accepted through electronic filing systems;
• Obtaining time-stamped or certified copies; and
• Completing additional filings and deliveries as requested by attorneys or paralegals.
• Perform courthouse runs for rush filings, time-sensitive documents, stamped copies, and other litigation needs.
• Transport materials to and from FedEx, UPS, USPS, couriers, and other delivery services.

3. Mail, Calendaring & Document Processing

• Manage incoming mail, including receiving, identifying, sorting, date-stamping, scanning, saving, calendaring applicable deadlines, and distributing materials to the appropriate staff.
• Review incoming correspondence and emails for deadlines, hearings, appointments, response dates, and other dates requiring calendaring or follow-up.
• Calendar deadlines, reminders, hearings, depositions, meetings, and other case-related dates.
• Prepare and process outgoing correspondence and mail, including regular mail, certified mail, priority mail, overnight deliveries, and courier services.
• Maintain organized electronic and physical records of incoming and outgoing correspondence.

4. Scanning & Physical Document Management

• Download, scan, name, organize, and save incoming documents and electronic media into the firm's digital filing system, including paper documents, thumb drives, discs, and other media.
• Maintain physical file storage and archives, including:
• Labeling files and boxes;
• Boxing closed or inactive files;
• Maintaining file inventories;
• Retrieving older case files when needed; and
• Assisting with the appropriate destruction of aged case files.
• Assemble and maintain trial binders, exhibit binders, deposition binders, medical record binders, and other case materials.
• Assist with printing, copying, scanning, tabbing, binding, assembling packets, and preparing documents for depositions, hearings, mediations, meetings, and trials.

5. Office Operations & Front Desk Support

• Answer and appropriately direct incoming telephone calls.
• Greet visitors, vendors, and in-person clients and coordinate door entry and conference room access.
• Receive walk-in clients and assist with front desk needs.
• Receive and sign for packages and coordinate incoming and outgoing deliveries.
• Monitor office supplies and inventory, including paper, toner, envelopes, stationery, mailing supplies, and other materials.
• Oversee basic operation of office equipment, including copiers, scanners, fax equipment, printers, and postage equipment, and coordinate service or troubleshoot minor issues as necessary.
• Coordinate office maintenance needs, including cleaning services, IT appointments, equipment service, and minor repairs.
• Maintain the organization of physical storage areas, supply closets, work areas, and conference rooms.

6. General Firm Support

• Provide on-site support to attorneys and paralegals for tasks requiring a physical presence in the office or at the courthouse.
• Assist with case preparation, document organization, special projects, and other litigation-related assignments.
• Maintain strict confidentiality regarding client information, case materials, and firm matters.
• Follow firm procedures for case management, file organization, document naming, calendaring, client communication, and deadline tracking.
• Perform other administrative and legal support duties as needed to assist with the efficient operation of the firm.

Qualifications

• Prior experience working in a law firm or legal office setting is required.
• Experience in a civil litigation, personal injury, medical malpractice, or similar litigation practice is preferred.
• Familiarity with legal terminology, legal documents, court filings, case management, and litigation procedures.
• Experience communicating professionally with clients, attorneys, court personnel, and other legal or professional contacts.
• Strong organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to recognize and properly handle deadlines, time-sensitive correspondence, and confidential information.
• Comfortable completing courthouse runs, office errands, and other responsibilities requiring travel outside of the office.
• Proficiency with computers, email, Microsoft Office, scanners, copiers, printers, and general office equipment.
• Experience with legal case management systems and electronic filing systems is preferred.
• Ability to multitask, effectively prioritize assignments, manage competing deadlines, and return to ongoing tasks after interruptions.
• Ability to work independently while also functioning effectively as part of a team.
• Professional, dependable, punctual, flexible, and trustworthy.
• Ability to lift and carry file boxes and assist with physical file and storage management.

Schedule & Work Location

• Full-time position.
• This is an in-office position and is not a remote or hybrid role.
• Regular attendance in the office is an essential function of the position due to courthouse responsibilities, physical document management, mail processing, client and visitor interaction, and other on-site needs.
• Schedule may require some flexibility based on courthouse deadlines, filings, hearings, and other firm needs.