Position: Legal Assistant
Job Summary: Review all client files for completeness of information, and accurately draft documents and correspondence as needed to support Team.
This description does not include all duties which may be requested by the client or required by the firm. Work outside of normal business hours may be needed at times in order to complete these objectives. Management reserves the right to determine assignments of the work and to introduce new, different or improved methods or procedures in its operation as deemed appropriate to maximize client service, efficiency and billable hours, and maintain a positive firm environment.
Specific Legal Assistant Duties
Upon receipt of new client case, ensure it has been opened in case management system (LawLogix), in shared drive and converted to a physical file.
Upon receipt of new client file, organize documents as appropriate for new matter, including familiarization with details of case. Determine whether additional information is needed to complete required documents and draft comprehensive correspondence to client.
Maintain Case Management System for Team:
- Send e-mails;
- Create reminders;
- Update expiration dates;
- Update I-94 card information;
- Insert priority dates; and,
- Make sure to indicate the completion of activities.
Accurately and efficiently draft statements, forms and correspondence (letters and e-mails) as assigned for each case. To be reviewed by Team Lead prior to being sent/filed.
- Master the four corners of the document (mentality and practice).
- Review and proofread drafted documents to ensure accuracy.
- Draft translation requests, credential evaluations, receipt letters and approval letters.
- Draft follow-up e-mails to clients/FNs to obtain needed information.
Run monthly NIV log report in LLX for Team Lead.
Prepare and forward e-mails to clients at least seven months in advance of expiration of their current status (as noted on the NIV log).
Review information contained in each file. Check for incomplete information and/or inconsistencies. Assist with gathering and compiling any remaining information/documents needed. Spot potential issues that may arise and discuss with team.
Assemble and file Petitions/Applications with appropriate government agency. Coordinate copying and scanning of all documents and preparing Fed Ex labels with the administrative team.
File correspondence and other received documents in the appropriate client file every day. Ensure files are maintained in order.
Communicate all aspects of matters to the Team Lead in a timely and effective manner.
Provide support and assistance to each team member to meet and exceed the following goals:
- Clients receive the highest level of service.
- Cases progress in a timely manner and deadlines are met.
- Follow-up is conducted with client and government agencies to keep all cases “current”.
Understand client nuances and the details of each case.
Manage the Outlook Inbox with assistance of Team Lead.
Schedule conference calls as needed. Draft prep sheets for the call if necessary.
Master each visa type and the nuances of each type of case. Over time, develop ability to take initiative and draft without direction, catching as many case and strategy nuances as possible.
Follow and understand filing procedures of various government agencies.
Keep abreast of changes in immigration laws and procedures, and apply any new knowledge to current and future casework.
Conduct research as requested regarding legal interpretations, procedures, filing instructions, etc.
Foster positive working relationship with clients and government agencies, and maintain a professional demeanor.
Maintain photocopy logs for billing purposes.
Prepare “Purple sheets” for billing purposes.
