Legal Records Manager Jobs in Santa Rosa, CA (NOW HIRING)

Department: Litigation

About Us:

Ballard Spahr is a renowned national law firm with more than 750 lawyers across 19 offices in the United States. A career at Ballard Spahr offers a diverse group of mentors, colleagues, and friends, and strong leadership that provides support and encouragement for career growth.

Ballard Spahr LLP has an excellent opportunity for an experienced legal administrative assistant (legal secretary) with demonstrated litigation, technical, and administrative skills to work in the San Francisco office. This role provides support to attorneys in the Litigation practice group by maintaining and processing case information, managing the progression of cases to final disposition, creating electronic files, preparing and processing correspondence, memoranda, and complex legal documents, and performing other administrative functions. The successful candidate will be expected to train and mentor junior LAAs and LSAs. Working collaboratively with a team of LAAs, this position shares overflow responsibility and supports all timekeepers assigned to the team. This position is hybrid and offers a work schedule of 3 days a week in the San Francisco office once fully trained. 

Why Join Us?

• Innovative Work Environment: Become part of a forward-thinking firm that enjoys substantial support and visibility from the firm’s executive leadership.
• Professional Development: Take advantage of continuous learning opportunities and avenues for career growth.
• Inclusion: Join a Business Resource Group and share cultural, experiential, or job-related interests, experiences, and/or backgrounds.
• Impactful Contributions: Play a pivotal role in developing industry-leading solutions that make a significant difference in legal practice and client service.

Your Role:

As a Legal Administrative Assistant within our Litigation Department, your responsibilities include, but are not limited to:

• Preparing documents for state and federal court filings, including discovery requests and responses, letters, pleadings, motions, and documents.
• E-filing in various state and federal courts, both trial and appellate.
• Creating electronic files, preparing and processing correspondence, memoranda, and complex legal documents, and performing other administrative functions. 
• New client intake and file maintenance utilizing the firm's electronic records management system.
• Billing, travel coordination, and expense reimbursement.
• Interact effectively, courteously, and professionally with clients, attorneys, staff, and peers.

What we are looking for:

• Growth Mindset: Self-motivated with a passion for continuous learning and problem-solving.
• Communication: Strong verbal and written communication abilities.
• Detail-Oriented: Keen attention to detail with the ability to manage multiple priorities and deadlines independently.

Required Experience:

This position requires a minimum of 5 years of general litigation experience. A high degree of proficiency with Microsoft Office, including Word, Excel, and Outlook, is essential. Candidates must have experience supporting attorneys in complex litigation. Experience with e-filing, document management systems (such as NetDocs), and time and billing systems is required; Elite experience is a plus.

The salary range for this position is from $90,000 – $105,000, which reflects the Firm’s good faith and reasonable estimate of possible compensation at the time of posting. Actual pay will depend on several factors, such as the candidate’s experience and qualifications.

Ballard Spahr offers an excellent benefits package. A summary of available benefits can be found here in the Careers section of the firm’s website.

Ready to Grow with Us?

If you are ready to play a vital role in the Firm’s success, we encourage you to apply and be a part of our commitment to excellence.

At Ballard Spahr, we believe that our skills, perspectives, and backgrounds drive innovation and excellence, while our unique culture fosters collaboration and success. Our culture of thriving together forms the cornerstone of how we deliver exceptional service and position our firm for a strong future. We welcome and encourage applicants from all backgrounds to apply.

Ballard Spahr is an equal opportunity employer. We offer equal consideration to all qualified applicants, regardless of race, ethnicity, religion, age, national origin, handicap or disability, citizenship, sex, pregnancy, childbirth or related medical condition, sexual orientation, gender identity and expression, transgender status, sex stereotyping, genetic information, ancestry, veteran status or any other category protected by applicable law.

The firm is not accepting resumes from search firms for this position.