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Job Description
Legal Administrative Assistant Spencer Fane - 3.9 Springfield, MO Job Details $26.00 - $32.50 an hour 2 hours ago Benefits Disability insurance Health insurance Dental insurance 401(k) Paid time off Vision insurance Life insurance Qualifications Some college Correspondence management Confidential information handling Microsoft Excel Microsoft Outlook Business travel arrangements Serving clients Business support for legal executives Client file management Executive administrative support Real estate law Legal document sorting and filing Scanning Mid-level Transcription Copy editing Client invoicing Task prioritization Decision making Project task coordination Organizational skills Law office experience Typing Legal records management Managing executive calendars 1 year Legal billing Faxing Cross-functional collaboration Communication skills Full Job Description
FLSA STATUS
Non-Exempt
SCHEDULE
M-F, 37.5 hrs./week
LOCATION
Springfield, MO
REPORTS TO
Regional Office Administrator
POSITION SUMMARY
Under general direction, this position provides confidential secretarial and administrative support to multiple attorneys and other timekeepers in the Real Estate and Business Transactions practice groups. The position supports legal and client matter activities by coordinating communications, maintaining files and records, preparing and processing documents, assisting with billing and time entry, and scheduling meetings, travel, and related logistics in accordance with firm policies and procedures. The ideal candidate will possess superb organizational skills, the ability to handle a multitude of tasks simultaneously, adapt quickly to meet deadlines and regularly exercise independent judgment.
COMPENSATION
At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $26.00 and $32.50.
Interact with staff and attorneys at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient. Deliver exceptional client service both internally and externally in a professional manner with discretion and confidentiality. Proactively demonstrate effective teamwork and provide assistance to other LAAs and timekeepers as time permits. Work collaboratively and cooperatively with other shared services departments. Independently use sound judgment and initiative to develop project timelines. Anticipate business needs of timekeepers; prioritize assignments, meet deadlines. Manage incoming and outgoing electronic communications (including telephone, e-mail, and fax). Schedule and coordinate conference rooms including hospitality, facility and technology needs. Proactively manage busy calendars, prioritizing meeting requests with internal and external groups; schedule meetings, inform others of timekeepers' whereabouts. Create, maintain and index client files, paper and electronic, in partnership with Records department. Perform routine filing, file retrieval and update document management system as necessary. Review and submit conflict checks, new clients and client matters. Prepare daily time entry for partners and other attorneys, as approved by management and submit in a timely manner. Submit check requests and prepare/submit expense reimbursements. Partner with Accounting department to ensure accuracy in billing pursuant to client requirements; perform pre-bill edits, prepare invoices for payment as requested by timekeepers. Type, format, edit, and save documents in document management system; responsible for transcribing dictation. Assist with preparing, drafting, and proofreading documents, including cross-referencing, and running document comparisons. Coordinate travel arrangements and prepare itineraries. Track and report CLE hours for assigned attorneys.
QUALIFICATIONS
Education:
Some college preferred, not required.
EXPERIENCE, SKILLS & COMPETENCIES
Experience:
A minimum of one (1) year of administrative assistant experience is required. Experience working in a legal environment (law firm or in-house legal department) is preferred. Real Estate law or Business Transactions law experience is preferred.
Technical Skills:
Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred.
Organizational & Time Management Skills:
Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.
Judgment, Initiative & Prioritization:
Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.
Communication & Collaboration:
Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.
Confidentiality & Professionalism:
Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.
SUPERVISORY RESPONSIBILITY
None, individual contributor.
WORKING CONDITIONS
Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams. Occasional travel to court, other office locations, or external administrative sites may be required. Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters. Fast-paced, collaborative environment requiring adaptability, strong attention to detail, and effective prioritization.
PHYSICAL REQUIREMENTS
Regularly required to sit, stand, or walk for extended periods while performing administrative duties. Ability to lift and carry up to 25 lbs for filing, document handling, or office materials. Ability to perform repetitive motions, including typing, filing, and scanning. Occasional bending, reaching, and handling of office equipment. Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.
DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
