Ref ID: 00340-0012004549
Classification: Legal Secretary
Leading municipal finance practice in the State of California is seeking a Public Finance Assistant. This role will work closely with, and under the direction of lawyers that are among the best known statewide in their respective practice specialties. The municipal finance practice impacts education, transportation, and other matters throughout the state.
The Public Finance Assistant will assist in organizing and editing various documents related to public finance transactions. This position also includes oversight of office administrative operations. Duties will require exceptional attention to detail and the ability to prioritize multiple projects. Personal characteristics that will contribute to the success in this position are a strong work ethic, high degree of personal responsibility and accountability, and a high degree of organization.
Essential Job Duties, include but are not limited to:
Word Processing/Secretarial Duties
•Maintain opinion and correspondence files.
•Revise and proofread documents with high accuracy.
•Convert documents from various formats to Word, Excel, or PowerPoint and format according to the firm’s standard format.
•Modify, compile, and redact PDFs.
•Download, organize and print data room documents.
•Inputs attorney timesheets into Webview. (Monthly)
New Clients / New Matters / File Closings:
•In charge of all file openings for new clients and new matters, including preparation of file opening forms.
•Discussions with billing partners regarding special billing arrangements.
•Preparation of engagement letters; conflict checks (if required) and preparation of conflict waiver letters (if required).
•Responsible for office administrative duties including answering phones, distributing mail, and liaise with Fed-Ex, UPS, USPS, etc. for all incoming and outgoing packages.
•Greet and assist visitors when they arrive at the office.
•Monitor office supplies inventory and place orders.
•Schedules appointments, including meetings and conferences.
•Coordinates work flow and prioritizes work so that all deadlines can be met. Act as primary liaison to building management.
•Reserves conference room(s) for meetings; arranges for special equipment, and coordinates catering services.
•Assume special projects under direction of Managing Partner.