Ireland Stapleton is Hiring!

Opportunity for a Legal Assistant

Ireland Stapleton Pryor & Pascoe, PC is a full-service commercial law firm with offices in Denver and Grand Junction. For nearly 100 years, the Firm has taken on complex legal challenges helping to shape the business landscape and the communities wherein we live and work.

This Job Description outlines the basic requirements, duties and general responsibilities of the position of legal assistant.  This position is “at-will,” which means the Firm may terminate the employment relationship without notice at any time for any or no reason.  Similarly, the employee may terminate the employment relationship without notice at any time for any or no reason.

The headings in this Job Description are for reference only and shall not affect its interpretation.

Position Title: Legal Assistant

Reports To: Attorneys and Firm Administrator

FLSA Status: Non-Exempt, Hourly

Effective Date: August 2023

Summary:

The legal assistant performs a variety of duties to assist the attorneys and paralegals, as assigned, in accordance with the Firm’s established policies and procedures.  The legal assistant is not authorized to, and shall not under any circumstances, engage in the practice of law as defined under Colorado law.  The legal assistant exercises discretion and judgment in the performance of the job duties. The legal assistant maintains positive contact with clients and observes confidentiality of client matters; competently performs secretarial and administrative assistant duties as discussed below; and keeps accurate time worked records (timesheets) on a daily basis.

Primary Duties and Responsibilities:

The following duties are an overview of the primary duties and responsibilities of the legal assistant and should not be considered an all-inclusive list.

General Duties:

1. Consistently promotes a professional image of the Firm at all times, and interacts in a positive and professional manner with the Firm’s clients, attorneys, staff and third-parties in the performance of the duties and responsibilities of the position.
2. Positively and effectively communicates with the Firm’s employees and clients as well as third-parties, verbally and in writing, in the performance of the duties and responsibilities of the position.

3. Dresses appropriately for contact with clients and guests.
4. Works from 8:30 a.m. to 5 p.m. or 9 a.m. to 5:30 p.m. (depending upon practice group), Monday through Friday. Works evenings and weekends as requested by the Attorneys or Administrator to meet the business needs of the firm.
5. Complies with the ethical requirements set forth in the Colorado Rules of Professional Conduct. The legal assistant is not authorized to, and shall not under any circumstances, engage in the practice of law as defined under Colorado law.
6. Observes confidentiality of all Firm clients and the Firm business.
7. Has the ability to travel to private and public buildings, locally and statewide, via private or public conveyance to assist attorneys in attending to client needs on legal matters. 
8. Exercises discretion and judgment in performance of job duties.
9. Prepares initial drafts of correspondence, forms, filings and other documents, as requested by and under the supervision of the Firm’s attorneys.
10. Performs other duties as may be assigned from time to time.

Legal Assistant Duties:

1. Type correspondence, memoranda and other legal documents; draft standard correspondence, memoranda and other documents; open and process mail received via delivery or electronic means.
2. Open new client/matter files, request conflict of interest check with computerized billing system records, and maintain all client and general files.  Document and maintain case/matter details.
3. Organize delivery of legal correspondence to clients, witnesses, other counsel, third-parties and court officials.  Assist in the preparation of meetings by gathering information and/or documents needed and confirm arrangements for meetings/appointments/conferences.
4. Prepare and process standard legal documents including pleadings, discovery, motions, summons, subpoenas, appeals, warrants, contracts, closing documents and other form documents, reports or applications; proofreading of all documents; editing, as requested.
5. Establish and maintain attorney/paralegal schedules and calendars, which can include deadline reminder systems.
6. Organize and coordinate meetings with all involved parties in a matter to include client meetings, interviews, closings, hearings, depositions and trials.
7. Prepare check requests for client related costs; forward approved requests for processing.
8. Prepare expense reimbursements as requested; forward approved requests for processing.
9. Conduct periodic review of inactive or completed files; prepare and/or coordinate files to be closed and sent to off-site storage.
10. Organize and maintain files; including photocopying, scanning, FileSite filing and general organization.
11. Schedule appointments and deadlines; contact and follow-up telephone calls as requested by and on behalf of attorney(s)
12. Enter billable time for timekeepers; proof time entries and post into time and billing system; other billing tasks and activities as needed and requested.
13. Perform overflow typing, filing, photocopying, or reception relief as time permits and as requested by other attorneys, or the Firm Administrator.

Knowledge, Skills and Abilities Required:

1. Knowledge of legal principles and practices at a level normally acquired through formal legal assistant training or its equivalent, including proficiency in legal terminology.
2. Requires knowledge of administrative and clerical procedures, including transcription and typing skills of 65 wpm, as well as modern office practices, principles of modern record keeping, setup and maintaining of filing systems.
3. Competently operate a personal computer, typewriter, photocopier, scanner, printer and facsimile machine. Demonstrate intermediate to advanced level skills with Microsoft Office programs and other software and internet applications commonly used in law firms for document management. Transcribe dictation using digital transcription software, e-filing with State and Federal websites, calendaring, and research.

4. Working knowledge of local, state and federal filing rules.
5. Approximately 3 to 7 years on-the-job experience in order to possess expertise needed to do substantive legal support work.  Experience with Microsoft Office programs, Colorado E-Filing, and PACER/ECF is preferred.
6. The Firm may require its assistants to complete Notary Public training, pass the exam, complete the application and keep an active Notary Public license at the Firm’s expense.

7. Ability to organize and prioritize numerous tasks and complete them under time constraints.
8. Ability to concentrate and pay close attention to detail for up to 80 percent of the work time when evaluating legal matters.  Work occasionally requires a high level of mental effort and strain while organizing and maintaining multiple cases.
9. Ability to sit at a desk and work with documents and/or a computer for extended periods of time.
10. Ability to proofread typed material for contextual, grammatical, typographical or spelling errors.
11. Effective interpersonal skills, including communicating in person, by e-mail and by telephone.
12. Ability to follow instructions effectively from a diverse group of clients, attorneys and staff, and provide information with ordinary courtesy and tact.
13. Ability to work non-standard hours, including occasionally working evenings, weekends and holidays, as necessary, to meet the needs of the Firm and its clients.
14. Ability to read, write, speak and understand the English language at a level adequate to perform the duties of the position.  Requires strong basic math skills.
15. Ability to establish and maintain positive working relationships with supervisors, co-workers, subordinates, and outside vendors.

Education, Formal Training and Experience:

High school diploma and secretarial training, paralegal training or equivalent on the job experience.

Working Conditions:

This position predominantly involves sedentary work in an office environment; however, the legal assistant may be required to travel to private and public buildings, locally and statewide, via private or public conveyance to assist attorneys in attending to client needs on legal matters. 

1. Use of sensory activities such as talking, seeing, and hearing, will be required frequently.
2. Ability to stand, walk, sit, kneel, stoop, bend, lift, squat, push, pull, pinch, grip, reach over head, reach away from body, and perform repetitive motions.
3. Ability to retrieve and distribute print volumes, push and pull packages, and books weighing up to 20 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.  Ability to lift boxes of documents and push carts of litigation materials.
4. Work will involve periods of high mental and/or emotional stress.

Ireland Stapleton offers an excellent benefits package which includes medical, dental and vision coverage; life insurance, short and long-term disability; 401(k) retirement savings plan with a firm match; and a generous paid time off program. Additional benefits provided are health care and dependent care flexible spending accounts, and a health savings account; family and medical leave; employee assistance program; and a pre-tax transportation program. The salary range for this position is from $31.00 – $38.00 per hour, depending upon experience.

Note: This job description is intended to describe the general content of and requirements for performance of this job. It is not to be construed as an exhaustive list of essential functions, responsibilities, qualifications and/or requirements of this position.

Ireland Stapleton Pryor & Pascoe, PC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected veteran status, or other factors protected by law.