Practice Assistant Jobs in Rochester, NY (NOW HIRING)

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.

We invite you to explore the position below and to submit your application to join our team!

The Legal Practice Assistant (LPA) provides administrative support for attorneys and other timekeepers in the HCLS Intellectual Property Practice Group.The LPA performs a wide variety of administrative tasks and delivers a high level of customer service, while consistently producing an excellent work product. The LPA will anticipate, plan, and proactively meet the business needs of the attorneys and execute assignments demonstrating a general knowledge of the assigned timekeepers' practice areas and clients to ensure extraordinary client satisfaction.

Essential Duties and Responsibilities:

• Perform specialized administrative work for the practice group while demonstrating a strong technical proficiency and an understanding of firm procedures.

• Develop and maintain a deep understanding of department objectives, key activities, and requirements in order to anticipate and proactively address the needs of the team.

• Code and enter timekeeper's time and costs in the firm's time and billing system.

• Coordinate large volume client billing, using sophisticated software and procedures that may require client specific instructions and multiple revisions.

• Support new client and business development efforts by opening and closing new matters and submitting requests for conflicts of interest checks.

• Process expense reimbursement requests and process invoices in a timely manner.

• Serve as a knowledge resource in specific practice group requirements and firm policies and procedures. Collaboratively share knowledge and work with others to improve processes and procedures.

• Handle tasks related to client billing, such as distribution and review of client invoices; maintain current knowledge of billing requirements from clients.

• Liaise with administrative departments to coordinate all aspects of workflow support for attorneys.

• Prepare routine correspondence, read and route mail, conduct general research and maintain files.

• Handle complex edits in legal documents.

• Ensure effective calendar management, with the ability to prioritize meetings and resolve calendar conflicts; proactively organize and manage schedule changes for events and meetings.

• Arrange domestic and international travel and create and submit related expense reports.

• Collaborate with resources inside and outside the firm as appropriate to complete projects or tasks.

• Manage information electronically using the firm's database file management system and records management system.

• Provide overflow assistance to administrative legal support team.

• Assist in fostering an environment of superior customer service, collaboration, commitment, team spirit, pride, and trust.

• Maintain attorney bar membership records and CLE records.

• Identify and respond to internal and external client inquiries in a timely manner and seek feedback/follow-up as appropriate.

• Prepare and file legal documents in Federal and State courts, including electronic filings.

• Prepare legal documents, correspondence, and binders.

• Provide administrative support for all aspects of litigation, including discovery and trial preparation.

• Manage detailed tasks such as reviewing information, submissions, and reports, and coordinating the distribution of these and other materials.

Knowledge, Skills, and Abilities:

• Demonstrate a "can do" attitude and a willingness to continue learning and developing skills of an independent thinker.

• Excellent written and verbal communication skills with the ability to effectively interact with all levels of firm personnel, clients, and vendors.

• Ability to provide quality client service to both internal and external clients effectively and professionally.

• Ability to manage multiple projects in a deadline-driven environment.

• Ability to take initiative, set priorities, and see projects through to completion.

• Ability to work effectively both independently and with a team to promote consistent and efficient workflow processes.

• Ability to communicate effectively, both verbal and written.

• Excellent grammar, punctuation, and proof-reading skills.

• Willingness and ability to accept changing assignments and priorities.

• Ability to maintain confidentiality of attorney and client information.

• Ability to work effectively both independently and with teams to promote consistent and efficient workflow processes.

• Strong knowledge of Microsoft Office Suite products.

• Strong Intellectual Property and litigation knowledge, including significant knowledge of Federal and State litigation practices and knowledge of local rules of courts.

Education and/or Experience:

• Bachelor's degree and/or any combination of experience, education or training that demonstrates the ability to perform the duties of the position.

• Minimum of five (5) years of related experience, including billing and e-Billing, preferably within a law firm or similar professional services environment.

• Comprehensive Intellectual Property support experience.

• Experience with high-volume complex billing highly beneficial.

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.

This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at privacy@troutman.com.

Equal Employment Opportunity
Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.