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Responsibilities:

• Understands and complies with firm, client and Belfast office processes.
• Understands own role and importance of delivering on responsibilities; drives own technical and skills development.
• Understanding of the requirements for various types of immigrant and non-immigrant visa types and of the role and function of the various government departments involved, keeping abreast of changing requirements as appropriate.
• Demonstrates proficiency in drafting applications for various immigrant and non-immigrant visa types:
• Gather and analyze case documents
• Draft required forms in Visatrax
• Draft specialized support letters detailing eligibility for visa classification and other immigration benefits
• Compile draft petition, to include relevant forms, support letters and supporting documentation
   

COMMUNICATION
 

• Contributes to an atmosphere of openness, honesty and respect, where team members support and encourage each other in delivering the best possible outcomes for our clients.
• Appropriately raises issues and concerns to mentor, team lead, site lead or US attorneys/case managers in a timely manner.
• Communicates in a clear and concise manner, ensuring communications are accurate and direct.
• Contributes in meetings, offering own opinions and listening to other views.
   

COLLABORATION
 

• Collaborates with and actively supports others in meeting team objectives, willingly offering assistance unprompted, creating a positive and collegiate working environment.
• Shares best practice with others, making suggestions for improvements where appropriate; shows commitment to a culture of continuous service improvement.
• Shows commitment to 360 degree feedback, asking for and responding constructively to feedback from others, giving timely and balanced feedback to colleagues, team leads, site lead and US teams as appropriate.
• Shows commitment to building the Belfast office culture, actively contributing to our success story and future expansion.
   

Requirements
 

• 2.1 Bachelor’s degree in law or other relevant discipline
• Effective client service skills; awareness of the commercial, legal and political landscape in which the immigration practice and our clients operate
• Excellent attention to detail, with the ability to produce accurate drafts and other high quality work, under supervision
• Able to work independently in a busy, deadline driven environment, under supervision
• Excellent planning and organizational skills, with the ability to manage conflicting deadlines, escalating issues as appropriate
• Demonstrates initiative and decision-making skills in solving problems and making recommendations, under supervision as appropriate
• Effective communicator, both verbally and in writing; ability to tailor communication style to meet requirements of the recipient
• Demonstrable interpersonal and collaborative skills, with the ability to act as an engaged, enthusiastic and effective team member

Responsibilities:

• Process check requests Process and code invoices to be paiReconcile credit card charges weekly
• Review and approve expense reports
• Review and approve office supply orders
• Review and approve staff timesheets
• Enter all new hires in E-Verify system
• Coordinate secretarial assistance for attorneys when secretaries are out
• Oversee floater secretarial assignments
• Create and maintain personnel files
• Process and submit all new hire paperwork to Greenville HR
• Request Building ID Badges and enter into security system
• Coordinate office repairs with either building personnel or contractor
• Assist office administrator and attorneys with planning, set-up, and various other responsibilities related to firm functions held within the local office and offsite locations. May require duties before/after normal business hours and limited travel.
   

Requirements
 

• Three or more years of administrative assistant experience
• Limited travel may be required
• High school diploma
• Excellent interpersonal and customer/client service skills
• Excellent communication skills, written and verbal
• Knowledge of basic legal terminology
• Ability to read, respond timely/accurately to and organize a high volume of emails
• Ability to relay information promptly and accurately
• Ability to work on multiple tasks
• Good organizational skills including filing and calendaring
• Ability to keep work area organized and tidy
• Pleasant and clearly understandable phone voice
• Ability to sit at a desk for one or more hours at a time
• Ability to lift and carry up to 50 pounds
• Ability to operate personal computer and other equipment in the office, including (but not limited to) multi-line phone system, fax machine, presentation equipment, copier and scanner
• Proficient with Outlook, Excel, Word, PowerPoint
• Good typing speed with few errors
• Excellent proofreading skills
• Time management skills and ability to work independently as well as with a team
• Regular, predictable and punctual attendance

Responsibilities:

• Assist Managing Clerk in maintaining the Firm’s master litigation calendar, including notification processes and individual attorney calendars; prepare additional calendar reports upon request; maintain case calendars and track deadlines; calculate and calendar litigation related deadlines and distribute calendar reports and reminders.
• Assist paralegals and staff with calendaring and e-filing procedures under the guidance of the Managing Clerk; review court documents for form and procedural compliance before filing/service, elevating issues to the Managing Clerk as needed; e-file court documents in federal and state courts and assist with agency filings as needed; and liaise with court personnel as needed to troubleshoot filings and miscellaneous issues.
• Assist with registering attorneys for electronic filing, troubleshoot account access issues, and maintain the Firm’s master e-filing credentials database.
• Retrieve dockets and court documents as requested by attorneys; arrange for manual retrieval from courts as necessary.
• Liaise with software and e-filing vendors and IT department on system updates.
• Conduct docket research on Lexis, Westlaw, CourtAlert, Docket Alarm, and PACER; set up and manage docket alerts as requested by attorneys.
• Monitor legal news publications and court websites for changes to state and federal court rules.
• Assist with Knowledge Management initiatives as needed.
• Proactively assume other duties as necessary.

Qualifications:

• Education and Experience: You have a minimum of 2 years’ experience in a law firm Managing Attorney’s or Clerk’s Office or Docket Department. You possess knowledge of FRCP and FRAP and proficiency in NY CPLR and/or CA CCP, familiarity with e-filing procedures, and a willingness to learn procedures for new jurisdictions. Familiarity with CA State Court e-filing and experience with File & Serve Express, File & Serve CA, or other California-court-approved EFSP’s and CaseAnyWhere strongly preferred. You are proficient with industry-standard calendaring functions utilizing Milana, eDockets, Pacer, NYSCEF, File & Serve, and Court Alert. You have strong research, analytical, and critical-thinking skills, as well as creative problem-solving ability.
• Clear Communication and Attention to Detail: You express yourself clearly and concisely, always highlighting the most important information. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is mistake free.
• Confidentiality: You must be able to adhere to Firm policies regarding the protection of confidential data and demonstrate sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility and Organization: You are versatile and able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You demonstrate a “no job too big, no job too small” attitude, and take a collaborative, team-focused approach to rejuggling priorities and contributing to Firm tasks. You are comfortable balancing tasks of varying levels of urgency and complexity and work well under pressure with tight deadlines. Availability to work after hours, as needed (e.g., to assist with complex e-filings) is required.
• Ownership, Initiative, and Teamwork: You take ownership of your projects and follow through on their completion. You proactively anticipate, communicate, and work to independently resolve obstacles you encounter in your work. You possess a strong client- service orientation and ability to work well individually and as part of a team.
• Physical Requirements: Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times.
• Mission Orientation: You are enthusiastic and passionate about our commitment to advocating for employee rights. You want to work in an organization where the commitment to DE&I is about more than a statement, and to know that your work is part of ongoing efforts towards progress. You thrive when your work is connected to purpose.

Summary: You will work directly with attorneys and paralegals in the litigation group and will be responsible for performing a number of legal assistant and related administrative duties. This position requires someone with strong attention to detail and who is self-motivated, quick-thinking, proactive, and who can multi-task.

Essential Duties and Responsibilities include but are not limited to the following:

• Provide direct support for up to six litigation attorneys.
• Manage scheduling of attorney meetings, attorney calendars and travel arrangements.
• Professionally communicate with clients and court staff.
• Manage reimbursement of attorney expenses.
• Draft engagement letters and audit responses
• Format and construct various pleadings, correspondence, and other legal documents.
• File legal pleadings in federal and state courts.
• Process conflict checks and new client forms.
• Provide general administrative assistance such as maintaining client files and following through on projects.
• Manage attorney time entry.
• Ability to work independently, manage workload, and keep deadlines.
• Regular and reliable in-person attendance.

Qualifications

• High School Diploma required; college education preferred.
• Prior experience supporting litigation attorneys preferred.
• Demonstrates professional manner, as well as high level of interpersonal skills to handle time-sensitive, confidential, and stressful situations in a fast-paced environment. Works calmly under pressure.
• Excellent customer service skills, written and verbal communications, planning and organizational skills.
• Takes initiative and pursues opportunities for improving efficiency. Quick learner who can develop skills rapidly.
• Strong multi-tasking skills. Complete several concurrent tasks.
• Manages time effectively, exercises good judgment in setting priorities to complete tasks to meet deadlines with strong attention to detail and ability to balance and maintain workload.
• Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook required.

To perform this job successfully, an individual should demonstrate the above-stated competencies and be able to perform each essential duty satisfactorily. The requirements and responsibilities listed herein represent the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.