Available Administrative Staff Positions - Phelps Dunbar LLP

BATON ROUGE, LA

Legal Secretary, Labor and Employment Group

Essential Duties and Responsibilities

  • Leverage technology resources to ensure the group of attorneys is operating as efficiently and effectively as possible.
  • Work in paper-light environment.
  • Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics using office software applications.
  • Knowledge of the legal processes that facilitate the accurate preparation of client documents and responding to filing or closing deadlines.
  • Prepare and coordinate e-filings, as well as filings in state courts if needed.Handle incoming and outgoing mail, faxes and scan documents.
  • Ensure that documents are saved and filed into the appropriate workspaces/folders in FileSite.
  • Maintain the daily calendar of each attorney including, but not limited to, scheduling appointments, meetings and travel arrangements.
  • Maintain Outlook contacts for each attorney as appropriate.
  • Maintain updated correspondence and pleadings files electronically and paper file.
  • Open files, close files and assist with conflicts checks.
  • Handle travel arrangements.
  • Provide support to the attorneys with timesheets and regular billing matters.
  • Request reimbursement for attorneys through Chrome River and for client costs through Accounts Payable.
  • Maintain a good working rapport with clients which requires discretion and judgment.
  • Regular and predictable attendance is an essential function of the job.

Qualifications and Skills Required:

  • 3-5 yrs exp. required.
  • A minimum of a high school diploma or GED is required. A four-year college degree and a certificate in paralegal studies is a plus. Significant prior experience may be substituted for a combination of the educational requirements.
  • Strong knowledge of and ability to apply office software applications including Word, Excel, PowerPoint, Outlook and PDF.
  • Working knowledge of legal practices, terminology, documents and court procedures.
  • Working knowledge of the firm’s support tools.
  • Ability to interact and communicate effectively in a business environment.
  • Flexible, solutions-oriented approach and the ability to work under pressure and handle multiple priorities from multiple sources.
  • Excellent typing, spelling, grammar, proofreading, transcription and general clerical skills.
  • Ability to coordinate work activities; prepare legal correspondence and documents; transcribe dictation; organize and maintain files and records.
  • Ability to operate standard office equipment, including personal computer, copier, multi-function printers, facsimile, and telephone.

Performance Measures:

The Legal Secretary will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited, to the following performance criteria:

  • Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
  • Expertise with available software and technology tools, understanding of secretarial and office procedures; equipment; legal terminology; attention to detail.
  • Dependability and cooperation with attorneys, clients and other support staff.
  • Adherence to office policies and procedures.
  • Professionalism and ability to communicate effectively and handle multiple priorities.

Job Type: Full-time

NEW ORLEANS, LA

Legal Assistant/Secretary, Insurance

Phelps Dunbar is offering an exciting opportunity for a Legal Assistant with the Insurance Practice group of the New Orleans office.

Essential Duties and Responsibilities:

  • Leverage technology resources to ensure the group of attorneys is operating as efficiently and effectively as possible.
  • Identify most efficient and effective manner to complete tasks
  • Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics using office software applications.
  • A knowledge and appreciation of the legal processes that facilitate the accurate preparation of client documents and responding to filing or closing deadlines.
  • Prepare and coordinate efilings, as well as filings in state courts if needed
  • Make travel arrangements.
  • Handle incoming and outgoing mail, faxes and scan documents.
  • Ensure that documents are saved and filed into the appropriate workspaces/folders in FileSite.
  • Maintain the daily calendar of each attorney including, but not limited to, scheduling appointments, meetings and travel arrangements.
  • Maintain Outlook contacts for each attorney as appropriate.
  • Maintain updated correspondence and pleadings files. Handle personally or oversee a records clerk as to filing, indexing, and creating sub-files. (this should be electronic for most part)
  • Maintain a master list for each file and update the list as new files or matters are opened. Maintain a master physical file location list.
  • Open files, close files and assist with conflicts checks.
  • Requests reimbursement for attorneys through Chrome River and for client costs through Accounts Payable.
  • Maintain a good working rapport with clients which requires discretion and judgment.
  • Regular and predictable attendance is an essential function of the job.

Education and Experience Required:

  • A high school diploma or equivalency is required; an Associate’s Degree, Business School certificate or related education is desirable.
  • Three + year’s litigation secretarial experience in a law firm environment preferred.

Qualifications and Skills Required:

  • Strong knowledge of and ability to apply office software applications including Word, Excel, PowerPoint, Outlook and PDF.
  • Working knowledge of legal practices, terminology, documents and court procedures.
  • Working knowledge of the firm’s litigation and transactional support tools.
  • Ability to interact and communicate effectively in a business environment.
  • Flexible, solutions-oriented approach and the ability to work under pressure and handle multiple priorities from multiple sources
  • Ability to accurately type a minimum of 50 words per minute.
  • Excellent spelling, grammar, proofreading, transcription and general clerical skills.
  • Ability to coordinate work activities; prepare legal correspondence and documents; transcribe dictation; organize and maintain files and records.
  • Ability to operate standard office equipment, including personal computer, copier, multi-function printers, facsimile, and telephone.

Performance Measures:

The Legal Secretary will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited, to the following performance criteria:

  • Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
  • Expertise with available software and technology tools, understanding of secretarial and office procedures; equipment; legal terminology; attention to detail.
  • Dependability and cooperation with attorneys, clients and other support staff.
  • Adherence to office policies and procedures.

Job Type: Full-time

Assistant Claims Coordinator

The Assistant Claims Coordinator will work directly with the Claims Coordinator and Claims Analysts with their work with professional liability claims as part of the London Claims Group, an in-house claims management group.

Essential Duties and Responsibilities:

The primary responsibilities will include working with the Claims Coordinator and assisting the Claims Analysts with the following:

  • Opening New Files
  • Preparing Monthly File Closing Lists
  • Process Invoices
  • Manage contact database
  • Prepare various analytical reports
  • Prepare and review all letters
  • Process Wire transfers
  • Monitor department billables
  • Update and maintain on-line claims database

Skills Required:

  • Excellent writing and verbal communications skills
  • Advanced proficiency in Microsoft Office and Excel
  • Excellent organizational skills with strong attention to detail
  • Strong problem solving skills

Job Type: Full-time

Senior Marketing Manager

Phelps Dunbar is currently expanding our marketing and business development group and has an opening for a Senior Marketing Manager with professional services experience to spearhead developing strategies to expand the firm’s existing and future service offerings through marketing efforts. The position will have primary responsibility for drafting content and developing marketing collateral, including print, digital media and interactive projects. The Senior Marketing Manager reports to the Chief Marketing and Business Development Officer.

The position is an exciting opportunity for a talented content and design-oriented individual. The individual will be able to hands-on tactically execute strategic initiatives. The role will entail a brand refresh and developing key messaging and content for differentiated strategy including, but not limited to, visual identity, print collateral, presentations, events, marketing communications and digital content. The individual will have a direct contribution to the development of strategy for the firm’s internal and external marketing communications, contributing to and maintaining content for the firm’s website, social platforms and other publications.

Responsibilities:

  • Develop marketing strategies and programs for the firm’s service offerings.
  • Draft, maintain and update marketing collateral.
  • Create, produce and revise marketing content including print and online outlets. This content includes, but is not limited to, firm and practice area brochures, internal and external newsletters and advisories and the firm website, social media platforms and other projects.
  • Create an editorial calendar and timeline for firm website content and facilitate frequent and regular audits of existing materials to ensure that data is consistently updated.
  • Develop internal and external communications, including e-marketing campaigns, social media content and website content.
  • Ensure consistency of messaging and appropriate tone and style for all content distribution channels.
  • Manage marketing automation campaigns, including analysis and reporting.
  • Manage creation of attorney-facing collateral with other administrative departments.
  • Coordinate content with the marketing communications specialist, ensuring that the firm receives the maximum benefit for all activities.
  • Proactively seek new content distribution channels and opportunities, develop opportunities for publishing prepared materials online and in print. Explore effective and efficient ways to deliver firm updates and information through creative use of technology including email marketing and social media. Individual will have experience in alternatives and cost-analysis of delivery methods.

Requirements:

  • Bachelor’s degree in Journalism, Marketing or Communications and a minimum of seven years’ experience in a writing, marketing or design position is required, preferably in a law firm or professional services firm. Previous involvement with or experience managing design professionals is strongly preferred.
  • Excellent interpersonal, verbal and written communication skills. Ability to convey technical capabilities and expertise in a compelling, business-centric way.
  • Solid proofreading, writing, communication and event management skills.
  • Ability to maintain effective relationships with a diverse group of peers, attorneys, clients, staff and outside professionals. Must communicate with diplomacy, efficiently give and follow written and verbal instructions, provide information clearly and be able to effectively solicit information from others.
  • Sophisticated sense of brand and brand management, visual aesthetics and design. Ability to understand and support firm goals, services, culture and strategy in order to represent the firm in a positive, professional manner.
  • Computer proficient with excellent technological skills including proficiency in Excel, Word, PowerPoint and Adobe Acrobat. Other software skills, including Adobe Creative Suite, are a plus.
  • Travel to the firm’s offices, industry and other events as needed

RALEIGH, NC

Legal Assistant/Paralegal

The Legal Assistant/Paralegal is responsible for supporting a group of attorneys within the practice group through the performance of complex secretarial/paralegal, administrative and substantive legal duties.

Essential Duties and Responsibilities:

  • Maintains attorneys’ calendars and docketing, including planning and scheduling conferences; teleconferences; depositions; makes travel arrangements; recording and monitoring court appearance dates, pleadings and filing requirements; keeps abreast of changes in litigation or transaction preparation requirements, etc. Uses Pacer as required.
  • Serves as primary interface with clients by phone, email, receiving faxes and for meetings. Initiates telecommunications; organizes client conferences and attorney meetings, etc. Maintains a good working relationship with clients and vendors.
  • Drafts various pleadings and filings associated with both administrative and judicial branches at Federal and State level civil litigation.
  • Assists with all aspects of case litigation and trial preparation. This might include but is not limited to: summarizing depositions; verifying case citations using Westlaw; organization and preparation of file materials and exhibits; coordination with witnesses, clients, and counsel; and preparation of interrogatories and other responses.
  • Prepares and coordinates efiling; prints efiling from courts; distributes copies of efiled pleadings to attorneys, etc. Identifies the proper technology resources to effectively and efficiently complete these tasks.
  • Prepares documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics.
  • Organizes and maintains files from inception of the case through the completion, including electronic filing in the appropriate workspace folder in Filesite.
  • Coordinates FileSite organization and structure, including determining who is assigned to a matter workgroup.
  • Maintains updated correspondence and pleadings files. Handles personally or oversees a records clerk as to filing, indexing, and creating sub-files. Utilizes electronic resources as the predominate method of filing.
  • Requests reimbursement for attorneys through Chrome River and for client costs through Accounts Payable.
  • Knowledge of the open/close file procedures to include conflict checks, new client procedures and proper closing procedures.

Education and Experience Required:

  • Minimum of a high school diploma or GED is required. A four-year college degree and certificate in paralegal studies is preferred. Significant prior experience may be substituted for a combination of the educational requirements.
  • Three - five years litigation secretarial or paralegal experience in a law firm or similar environment is required.

Qualifications and Skills Required:

  • Proficiency in word processing and advanced software functions, including expertise with MSWord, Outlook, Excel and PowerPoint. Knowledgeable in the data base capabilities of Access.
  • In-depth knowledge of legal practices, terminology, documents and court rules and procedures.
  • Flexible, solutions-oriented approach and the ability to work under pressure.
  • Ability to interact effectively internally, as well as with clients, and to exercise discretion. Ability to accurately type a minimum of 65 words per minute.
  • Institutional knowledge of the matter to add value to the delivery of legal services to the client.
  • Experience with supporting a litigation practice, including client reporting, pleadings, filings, document preparation and production and calendar management.

Performance Measures:

The Legal Assistant/Paralegal will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited, to the following performance criteria:

  • Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
  • Expertise with available software and technology tools, understanding of secretarial and office procedures; equipment; legal terminology; attention to detail.
  • Ability to meet position billing requirements and required deadlines.
  • Dependability and cooperation with attorneys, clients and other support staff.
  • Adherence to office policies and procedures, including regular and predictable attendance.
  • Professionalism and ability to communicate effectively and handle multiple priorities.

Job Type: Full-time

SOUTHLAKE, TX

Paralegal Assistant/Legal Assistant

The Paralegal Assistant is responsible for supporting attorneys within all practice groups through the performance of secretarial, paralegal, and office tasks as needed.

Essential Duties and Responsibilities:

  • Identify most efficient and effective manner to complete tasks
  • A knowledge and appreciation of the legal processes that facilitate the accurate preparation of client documents and responding to filing or closing deadlines.
  • Prepare documents by transcribing, formatting, inputting, editing, retrieving, copying, printing and transmitting text, data and graphics using office software applications.
  • Assist in the preparation of exhibits for motions, depositions, mediation, and trial.
  • Summarize and organize depositions, records and testimony utilizing litigation support technology tools.
  • Prepare and coordinate efilings, if needed.
  • Ensure that documents are saved and filed into the appropriate workspaces/folders in FileSite.
  • Maintain updated correspondence and pleadings files.
  • Maintain a master list for each file and update the list as new files or matters are opened. Maintain a master physical file location list.
  • Make travel arrangements.
  • Handle incoming and outgoing mail, faxes and scan documents.
  • Maintain the daily calendar of each attorney including, but not limited to, scheduling appointments, meetings and travel arrangements.
  • Maintain Outlook contacts for each attorney as appropriate.
  • Open files, close files and assist with conflicts checks.
  • Requests reimbursement for attorneys through Chrome River and for client costs through Accounts Payable.
  • Maintain a good working rapport with clients which requires discretion and judgment.
  • Regular and predictable attendance is an essential function of the job.

Education and Experience Required:

  • Minimum of a high school diploma or GED is required. A four-year college degree and certificate in paralegal studies is preferred. Significant prior experience may be substituted for a combination of the educational requirements.

Qualifications and Skills Required:

  • Strong knowledge of and ability to apply office software applications including Word, Excel, PowerPoint, Outlook and PDF.
  • Working knowledge of legal practices, terminology, documents and court procedures.
  • Working knowledge of the firm’s litigation and transactional support tools.
  • Ability to interact and communicate effectively in a business environment.
  • Flexible, solutions-oriented approach and the ability to work under pressure and handle multiple priorities from multiple sources
  • Excellent spelling, grammar, proofreading, transcription and general clerical skills.
  • Ability to coordinate work activities; prepare legal correspondence and documents; transcribe dictation; organize and maintain files and records.
  • Ability to operate standard office equipment, including personal computer, copier, multi-function printers, facsimile, and telephone.

Performance Measures:

The Legal Assistant will be evaluated by the attorneys in the work group and the Office Manager based upon, but not limited, to the following performance criteria:

  • Ability to perform responsibilities as outlined above, both in terms of the quality and quantity of work.
  • Expertise with available software and technology tools, understanding of secretarial and office procedures; equipment; legal terminology; attention to detail.
  • Dependability and cooperation with attorneys, clients and other support staff.
  • Adherence to office policies and procedures.
  • Professionalism and ability to communicate effectively and handle multiple priorities.

Job Type: Full-time

With offices positioned along the Gulf Coast from Texas to Florida, Phelps Dunbar is a regional law firm of more than 275 attorneys uniquely equipped to serve clients in the major commercial centers of the burgeoning “Third Coast” of the United States. Locations in New Orleans and Baton Rouge, Louisiana; Jackson, Tupelo and Gulfport, Mississippi; Houston and Dallas/Fort Worth, Texas; Tampa, Florida; Mobile, Alabama as well as Raleigh, North Carolina; and London, England enable Phelps Dunbar to serve clients not only along the Third Coast, but also the South, nationwide and abroad.

Please send salary requirements, cover letter and bio to careers@phelps.com.