Filing Assistant Jobs in Bethesda, MD (NOW HIRING)

As a member of the Attorney Resource Center (ARC), with a focus on Docketing and Filing, the ARC Filing & Docketing Manager is responsible for the management and oversight of the ARC Filing & Docketing Specialists supporting attorneys across the Firm and across a variety of practice areas ensuring the timely delivery of quality administrative support. The ARC Filing & Docketing Manager works collaboratively and cooperatively with others in a team-oriented environment to deliver the highest level of service to internal and external clients.

ESSENTIAL FUNCTIONS:

• Provide oversight and guidance to a team of ARC Filing & Docketing Specialists to ensure adherence to high quality standards; delivery of error-free work products; and meeting deadlines and client demands.
• Foster a collaborative and supportive environment providing opportunities for continued growth.
• Assist in the development and implementation of BigHand NOW workflows. Administer and track users and all productivity/efficiency metrics related to BigHand NOW performance.
• Coordinate high functioning teams to provide optimal attorney coverage and productive work environment ensuring proper staffing levels for departmental and practice area demands, as well as for scheduled and unscheduled absences.
• Assist in the development of policies and procedures and establish quality operational standards to ensure continued efficiency and productivity.
• Participate in orientation and training of new employees to ensure seamless transition into the teams.
• Work closely with the ARC Filing and Docketing Workflow Coordinators to coordinate and prioritize assignments to ensure deadlines are met.
• Evaluate workflow regularly to ensure an equitable distribution of work that provides the highest level of service to our clients; consult regularly with attorneys to determine productivity levels and make any necessary adjustments to team pairings and/or work distribution.
• Proactively manage employee relations and status of working relationships to ensure the continued success of the team and deliver necessary performance reports as needed by gathering feedback and conducting evaluation meetings.
• Collaborate with resources inside and outside the firm as appropriate to complete projects and tasks.
• Ensure effective communication and adherence to all firm policies, procedures, standards and guidelines while maintaining confidentiality.

Hiring 

• Assist in the recruitment process for all levels of hiring, including sourcing candidates, resume screening, scheduling of interviews, and conducting phone and in-person interviews.
• Maintain applicant tracking system in UltiPro, including posting open positions and working closely with Talent Acquisition to maintain active job postings.
• Work with Human Resources to arrange for temporary employees and to ensure active staff agreements are in place.
• Drive the onboarding and off-boarding process, including drafting offer letters, reference checking, entering and monitoring background checks.
• Facilitate new hire orientations and paperwork completion for all new hires.

Performance

• Assist with the performance management processes or all personnel within the ARC structure.
• Maintain exit interview data, identifying trends and recommending actions to address concerns.

Professional Development

• Assist with sourcing and drafting materials including, but not limited to, save-the-date, invitation, agendas, presentations, and related material for use during session/event.
• Assist with coordination of resources including, but not limited to, conference rooms, WebEx and Teams scheduling, distribution of training materials, management of trainers and all related scheduling.
• Schedule and track training session attendance for all participants in database.

ADDITIONAL FUNCTIONS:

• Other related duties and projects, as assigned.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

Education:    

• Bachelor’s Degree required; applicable work experience, including supervisory experience, may be considered in lieu of degree.

Experience:

• Minimum of ten years’ related experience at a law firm or legal or corporate department required.
• Minimum of five years’ supervisory experience overseeing geographically diverse teams.
• Working knowledge of BigHand (or comparable workflow software solution) is required.
• Experience with state, federal, governmental/administrative agencies filings, document retrieval, rules, procedures and deadline management is required.

Knowledge, Skills, & Abilities:

• Must exhibit a high degree of initiative in managing multiple priorities simultaneously in a fast-paced, high-pressure, deadline-driven and detail-oriented work environment utilizing excellent judgment, initiative, decision-making skills and the ability to work independently.
• Knowledge and competence in calendaring systems, electronic filing in state and federal courts, and web-based research skills are critical.
• General level of knowledge of court rules and procedures in state and federal courts.
• Proficient in calendaring software, including Milana
• Proficiency in utilizing online court databases including PACER, Courtlink, File and Service and others.
• Keep docketing system updated by ensuring that all documents are entered for each case and that the deadlines are calculated correctly
• Ability to develop productive and high performing teams by providing feedback and opportunities to learn.
• Ability to seamlessly manage workflow portal including updating and implementing workflows/processes inside of BigHand Now platform.
• Strong people and project management skills needed to organize and execute projects involving internal and external clients and vendors.
• Possess interpersonal and employee relations skills necessary to successfully resolve conflict and build productive relationships.
• Ability to effectively gather and summarize data for reports, find solutions and prioritize work.
• Must have intermediate-level working knowledge of the MS Office suite including Outlook, Word, Excel and PowerPoint.
• Excellent verbal and written communication skills and a high level of interpersonal skills required to handle sensitive and confidential situations with poise, tact and diplomacy.
• Provides outstanding customer service to internal and external clients/contacts.
• High level of proficiency using a variety of office equipment, including personal computer, copier, telephone, transcription equipment, etc.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

This role requires someone to be on-site in a Fox Rothschild LLP office.  

PHYSICAL REQUIREMENTS

Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time.  Walking and standing is often necessary in carrying out job duties.

COMPENSATION & BENEFITS

The salary ranges for this position apply to the respective listed locations. The salary range reflects a variety of factors that are considered in making compensation decisions, including but not limited to experience, education, licensure and/or certifications, geographic location, market demands and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the range for a position. Reasonable estimates of the current ranges for this position are:

• Chicago and Philadelphia: $129,000 - $162,000
• Los Angeles and Washington, D.C.: $139,000 - $172,000
• New York and San Francisco: $164,000 - $197,000

For information on Fox Rothschild's compensation and benefits visit:  Compensation & Benefits (foxrothschild.com)

DISCLAIMER

Fox Rothschild LLP is under no obligation to provide sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis now and in the future.

The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities, or requirements the employee may be required to perform, and the employee may be required to perform additional duties. Additionally, management reserves the right to review and revise the job description at any time. Employment with the firm is at-will. Employees must be able to satisfactorily perform all the essential functions of the position with or without reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.

Fox Rothschild LLP is an equal opportunity employer. We consider all qualified applicants without regard to race, religion, color, sex, national origin, age, sexual orientation, gender identity or gender expression, breastfeeding, lactation, disability, or veteran status, or any other characteristic protected in accordance with applicable federal, state, and local jurisdictions. Applicants who need any assistance applying for a position are encouraged to contact the Human Resources Department, hr@foxrothschild.com.