Overview
Administrative Assistant 1 / Administrative Assistant Traineeship (NYHELPS) Jobs in Menands, NY at Corrections and Community Supervision, Department of
About Us: Chambliss is a leading legal services provider dedicated to delivering exceptional solutions to our clients. We are a growing mid-sized firm providing comprehensive legal services on behalf of an impressive list of local, regional, national, and international clientele. As we continue to expand, we are seeking a dynamic and driven hybrid Legal Assistant/Paralegal to support our Commercial Real Estate section.
Location: This position is required to sit on-site in our downtown Chattanooga office. Applicants must be willing to relocate or commute to this location to be considered.
FLSA status: Non-exempt
Job Summary: Under the direction and expectations of the practice area Section Head, this position serves on a team supporting multiple attorneys providing a combination of high-level administrative assistance and billable paralegal tasks for complex daily operations and client service. In addition to assisting with all stages of the accurate and efficient preparation, maintenance and implementation of legal documents and related materials, this role also assists with coordination of tasks and projects for the attorneys/legal team ensuring timely and accurate completion. This individual coordinates with team members on document filing and execution, client file organization maintenance, scheduling, legal research, coordination of meetings and conferences, and assists with the management of client communications and relationships.
This role deals with a diverse group of important clients, external callers and visitors as well as internal contacts at all levels of the organization. Under general supervision of attorneys, this individual works independently with latitude for the use of initiative and independent judgment and receives guidance and performance management from the Administrative Services Manager.
Prior experience within the commercial real estate/lending industry is strongly preferred.
Key Responsibilities:
Document Preparation and Filing:
Draft initial legal documents, applications, and forms for attorney review.
Coordinate preparation, execution, and filing of legal documents, including contracts, agreements, motions, pleadings, and corporate governance materials.
Handle electronic filing (E-Filing) for state and federal courts if applicable.
Organize and store final documents in the document management system (NetDocuments).
Case Management & Legal Support:
Assist attorneys in managing legal transactions and compliance with regulations.
Handle substantive administration, docketing, and paralegal work.
Maintain case/client files by organizing and tracking important documents and client information.
Monitor case progress and deadlines, ensuring all tasks are completed in a timely manner.
Client and External Communication:
Communicate with clients to schedule appointments, gather information, and provide updates on case status as directed by attorneys.
Liaise with courts, opposing counsel, and other parties involved in legal proceedings.
Research and Analysis:
Conduct legal research on relevant laws, regulations, and precedents as needed.
Compile and summarize research findings to support case strategy and documentation.
Administrative Support:
Perform administrative tasks such as maintaining legal correspondence, scanning mail, and record-keeping.
Manage attorney calendars, schedule client meetings, depositions, and court appearances.
Compliance and Confidentiality:
Adhere to legal ethical standards and confidentiality requirements.
Ensure compliance with all applicable legal procedures and regulations.
Commercial Real Estate Specific Tasks:
Proof reading and revision of loan documents (real estate and acquisition loans).
Working with title companies and borrower’s council to obtain needed documents.
Creating closing e-binders.
Title searches, register of deeds, promissory notes, e-filing, etc.
Billing & Time Management:
Track billable hours accurately and report in a timely manner.
Qualifications:
Education:
Associate degree in Paralegal Studies, Legal Assistant, or related field; Baccalaureate degree preferred.
Experience:
At least two to five years progressive, responsible legal experience as a legal assistant and higher level assistance with a specific practice area involving complex transactions, civil actions and litigation required; some paralegal experience preferred.
Thorough knowledge of the procedures and practices of local, state and federal courts and detailed knowledge of legal formats and administrative rules and procedures.
Intermediate to advanced experience with legal document management (NetDocuments) and workflow/billing software (Legal Management Solutions/LMS).
Skills/Certifications:
Must be able to multi-task and effectively handle both legal assistant and paralegal responsibilities.
At least two to five years progressive, responsible legal experience as a legal assistant; APA Paralegal Certification preferred.
Typing skills to consistently and timely produce accurate, error-free legal documents.
Proficient knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Teams, DocuSign, Westlaw, web-based research tools, and strong knowledge of legal terminology and procedures.
Notary Certification preferred.
Job Specific Skills:
Manage complex projects and problems with a high level of competence and without excessive oversight.
Work product is self-directed and requires significant independent judgement and discretion.
Ability to organize workload and turn around work product timely to comply with deadlines and priorities established by attorneys and follow up as necessary.
Strong knowledge of the practice area procedures, legal terminology and other legal regulatory requirements and process.
Exceptional interpersonal skills and ability to communicate and collaborate effectively on varying levels of sophistication and demonstrated ability to understand and execute oral and written instructions effectively.
High level of professional integrity with demonstrated ability to provide high levels of client service and an appreciation of the ethical issues involved in dealing with individuals and organizations.
Ability to maintain high level of confidentiality.
Excellent writing, grammar and proofreading skills.
Ability to efficiently operate core firm computer programs/software.
Physical Demands:
This work is primarily sedentary. Typically, the employee may sit comfortably to perform the work. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job:
The employee is regularly required to talk or hear.
The employee is frequently required to stand, walk, bend, kneel, stoop, and crouch; using hands and fingers for detailed work.
The employee is frequently required to perform close visual work on computer terminal including extensive keyboarding.
The employee is occasionally required to lift office products and supplies up to 15 pounds, frequently carrying light items such as paper, books or small equipment.
The employee is occasionally required to work overtime hours as needed.
Chambliss is committed to being one of the best law firms to work for in our region. We are actively searching for highly qualified people to work as attorneys, legal assistants, and support staff personnel. Chambliss strives to attract a diverse workforce and is proud to be an Equal Opportunity Employer.
Title: Administrative Assistant 1 / Administrative Assistant Traineeship (NYHELPS)
Company: Corrections and Community Supervision, Department of
Location: Menands, NY
