Office Assistant-Specialist

Under direct supervision, the Office Specialist provides high-quality legal assistance and administrative support on basic estate planning matters, probate, tax, and business matters.

The Office Specialist provides support to associate attorneys, paralegals, and other paraprofessionals, including scheduling potential new clients (“PNC”), intake, i.e. setting up new case/matters and populating records in our case management system (“CMS”), preparing basic form legal documents and correspondence using templates, helps maintain case files, and provides a high level of customer service to our clients. The Office Specialist is our most entry-level position. 

$22 - $24 hourly DOE

Duties may include but are not limited to the following:  

• Prepare basic legal forms, documents, and correspondence related to new client intake, estate planning, probate, tax, and business matters in support of associate attorneys, paralegals, and other paraprofessionals for approval; track and adhere to established, expedient timeframes to meet office, tax and/or court deadlines; edit documents based on associate attorney, paralegals and/or other paraprofessionals request; file and/or send original documents (deeds) and/or pleadings to the court and/or various counties for recording; distribute materials pursuant to local, state, and federal procedure.  
• Under direction, review information in files to determine if all pertinent information and/or documentation is present including client questionnaires, tax records, copies of real property deeds, invoices, etc.; contacts court personnel, county recording offices, state department of revenue, associate attorneys, and tax professionals to verify and gather information; requests additional documentation and information, for the completion of assigned case files; verifies personal information throughout documents.  
• Responsible for maintaining estate planning case files; opens, sets up, updates, and closes case files as appropriate; receives or obtains reports, documents, and other information from varying sources; reviews and verifies file stage and status, enters and processes information into various databases; reviews documents for appropriate disposition, including retaining certain original documents and disposing of documents according to retention schedules and office policies.  
• Under direction, set estate planning matters for signing; enter and/or update information on each case, maintain records for each stage of case files from intake through signing, and/or filing; ensure original documents are returned to client as appropriate.  
• Provide support to associate attorneys, paralegals, and paraprofessionals confirming all required documentation has been received from client and/or other sources; directly request or coordinate with attorneys, paralegals, and paraprofessionals on outstanding items.  
• Prepares final estate planning portfolio to include all pertinent documents; ensures compliance with expected and legal timeframes; reserves conference rooms; notifies and or coordinates with clients on signing appointments; may assist attorneys by attending client meetings, taking notes, organizing documents, etc.  
• Receives and responds with assistance from supervisor and/or associate attorney to client questions, and outside agencies, regarding procedures, and case/matter status. 
• Ensure case/matters are paid in full; close physical and electronic files to include returning all client original documents timely.  
• If assigned to the front desk, duties include: Receiving, transferring, or referring calls to appropriate sources; providing basic information and interpretation of office policies relating to services; scheduling appointments for clients with appropriate staff member(s); meeting and greeting the general public and/or clients and directs individuals to appropriate staff; may check in clients for appointments; makes outgoing calls related to services and/or confirming appointments; refers complex issues to appropriate staff member(s) for assistance; orders and maintains adequate office supplies; receives sort, and distribute daily mail/deliveries; provides assistance scheduling and setting up conference rooms for meetings and events; ensures reception, kitchen and office areas are clean, tidy and presentable. 

Minimum qualifications are used as a guide for establishing the minimum experience, education, licensure, and/or certifications required for employment in the position. The following minimum qualifications are established for this position. Additional minimum qualifications and special conditions may apply to a specific position within this position and will be stated in the job announcement. 

• Experience: A minimum of one year of related professional experience that would provide the required knowledge and skills to perform the responsibilities of this position. 
• Licenses/Certifications: None required.  

KNOWLEDGE SKILLS & ABILITIES: 

Basic understanding of: General legal office principles, practices, and procedures; statutory deadlines for legal filings, legal terminology, and legal databases; relevant legal references and their contents. 

Skill to: Independently, accurately, and effectively perform assigned tasks and duties following generally established procedures and department policies; understand and apply legal terminology and local, state, and federal court rules and administrative procedures applicable to estate planning, tax, and business law, and Washington Administrative Rules; establish and maintain effective working relationships with the public, staff, courts, clients and personnel of other businesses in a courteous, professional manner; comprehend and apply oral and written instructions, principles, policies and procedures in a legal office setting; effectively accomplish a variety of duties with competing priorities; skillfully operate office equipment and computer software; maintain sensitive and confidential information; accurately type and proofread information regarding litigations or other legal proceedings; communicate effectively, both orally and in writing.  

Working knowledge of: Business English and composition, spelling, punctuation, and grammar; arithmetic; clerical and record-keeping procedures; office equipment, including computers and software programs and their functions and capabilities.  

WORK CONDITIONS & PHYSICAL DEMANDS:

Work is performed in an office environment. Temperature is regulated. Noise levels are typical of an office environment (e.g., phones, office equipment, light traffic, etc.).  

While performing the duties of this job, an employee is required to stand, walk, bend, talk, hear, stoop, kneel, use hands and fingers to operate computers and phones, sit for long periods of time, and on occasion lift up to 20 pounds.  

AUTHORITY: 

Non-attorney staff are prohibited by the ABA’s rules of Professional Conduct and State Bar Association rules from practicing law. All work performed by the Office Specialist 1 must be in support of and under the direct supervision of an attorney. In dealing with clients, Office Specialist 1 must be careful not to inadvertently slip into the unlawful practice of law. This would include answering client questions about what will happen in their case or recommending that a client undertake a certain course of action during their case. Non-attorney staff shall never give any client or potential new client legal advice. 

About The Firm

Our main office is in Bainbridge Island, Washington, with an office in Kirkland, Washington. We have a reputation for caring for our clients and providing top-notch professional services. The firm owner consistently ranks at the top of the annual Best of Bainbridge poll as one of the top three CPAs or attorneys in the community by a vote of its residents. Our clients think of us first when they need counsel and appreciate our genuine care for their interests and our expertise in a variety of areas. We have a professional and welcoming approach, with high standards for our work.