Paralegal Department Assistant or Paralegal Department Coordinator

Who We Are

ArentFox Schiff is an award-winning, globally recognized law firm that delivers sophisticated, innovative, and practical legal solutions to clients around the world. With more than 600 lawyers and policy professionals, ArentFox Schiff's expertise is sought out by Fortune 500s, start-ups, international governments, non-profits and trade associations, and private individuals. Our work spans highly complex, global matters as well as the deeply personal issues that shape the lives of individuals and communities.

Why Join Us

At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build upon a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic.

Job Description

Based in either our Los Angeles or San Francisco office, the Paralegal Department Assistant or Coordinator is responsible for administrative duties relating to the Paralegal Department. The position assists with coordination of professional development, workload review, and support of the performance evaluation process for the Department.

Professional Development

• Assist with planning and execution of the professional development and training program and quarterly meetings for all Paralegal department members. This includes executing on needs assessments, training objectives, and ensuring alignment with organizational goals and legal standards. Helps evaluate program effectiveness to enhance learning outcomes.
• Distributes comprehensive training materials, including manuals, presentations, and online resources. Track attendance and certifications meticulously to ensure compliance and provide regular feedback to participants.
• Partner with vendor to deliver specialized training in Cite-Checking, Bluebook, Table of Contents, and Table of Authorities. Assist with developing detailed instructional materials and assessment tools. Assist with evaluation of participant performance through assessments, provide constructive feedback, and offer additional support to ensure mastery of complex litigation tasks.
• Collaborate with department members to identify skill gaps and create personalized learning plans utilizing LinkedIN Learning. Monitor progress and adjust learning paths to ensure continuous professional growth and development.

Workload Review

• Compile and present detailed biweekly reports for managerial review, encompassing firm administrative time, pro bono hours, client hours, overtime, other creditable time, and leave balances. Analyze data to identify trends and provide actionable insights to inform strategic decision-making and resource allocation.
• Assist with managing the Paralegal Productivity Bonus Program, ensuring accurate tracking and rewarding of productivity metrics. Regularly review program effectiveness and make recommendations for improvements.
• Monitor daily time entries to ensure timely and accurate recording by all department members. Implement automated tracking systems to identify late entries and prepare alerts for managerial follow-up. Provide training and support to ensure compliance with time entry policies.
• Monitor overtime expenses by analyzing patterns and implementing strategies to optimize workload distribution. Collaborate with department members to ensure overtime is necessary and justified and provide regular reports to management on overtime usage and cost-saving opportunities.
• Maintain a centralized system for tracking available assignments and matching them with department members based on skills and availability. Ensure optimal workload distribution and resource utilization.
• Prepare comprehensive monthly reports on hours targets for Paralegal Department members and firm leadership. Analyze data to identify performance trends and provide insights into productivity. Collaborate with leadership to develop strategies for achieving departmental goals.

Performance Evaluations

• Assist with data management supporting the annual paralegal performance evaluation process. Provide logistical support and ensure that all necessary information is accurately compiled and submitted for review.
• Facilitate the collection of feedback from the firm's attorneys for each member of the Paralegal Department. Distribute standardized feedback forms, ensure timely submission, and compile responses to provide comprehensive insights for the evaluation process.

Other Duties

• Oversee the maintenance and updating of the Paralegal Department's Approved Vendor list. Conduct regular reviews to ensure compliance with quality standards and negotiate favorable terms with vendors. Develop and implement vendor evaluation criteria to ensure alignment with departmental needs.
• Oversee the review and finalization of all timesheets, ensuring consistency and alignment across firm systems for both billable and non-billable hours. Develop and implement standardized timesheet review processes and provide training to department members on best practices. Communicate with department members regarding needed corrections and finalize timesheets for managerial sign-off.
• Assist with efforts to evaluate and enhance routine processes and procedures. Conduct regular process audits and collaborate with department members to identify areas for improvement. Assist with implementing process improvement plans to increase efficiency and effectiveness.
• Maintain and update the Paralegal Department Manual, ensuring it reflects current practices and procedures. Collaborate with department members to gather input and feedback, and regularly review and revise the manual to ensure it meets the needs of the department.

MINIMUM QUALIFICATIONS

Knowledge/Skills/Abilities

• Demonstrated ability to manage complex projects in a fast-paced environment, including the ability to prioritize multiple requests and competing deadlines.
• Exceptional organizational, analytical, and attention to detail skills, including the ability to analyze complex data and provide actionable insights, and the ability to edit work for spelling and grammar.
• Ability to build and maintain strong working relationships with a diverse group of colleagues, leaders, stakeholders and subject matter experts by utilizing clear written and verbal communication abilities.
• Proficiency in Microsoft Office applications (Word, Outlook, Excel, PowerPoint) including the ability to develop and deliver presentations and training materials.

Education

Bachelor's degree required.

Experience

Assistant: 0 - 2 years of work experience

Coordinator: 2+ years of work experience

• Looking for experience in an administrative role supporting a large team with various internal initiatives. This can be a combination of internship and/or post-college work experience.
• Experience in a large law firm preferred, along with experience with Cite-Checking and Blue Booking and knowledge of State and Federal court rules preferred.

Benefits and Salary

We know that the needs of our employees vary and can change throughout the different stages of life. That's why we offer a wide array of flexible benefit options designed to help you live healthy, live well, and live for tomorrow. In addition to medical, dental, vision, profit-sharing, generous paid time off, and numerous other benefits, we also provide a flexible reimbursement account that helps pay for the things that contribute to your personal well-being, in your own way.

This is an hourly, non-exempt position that is eligible for a generous overtime plan that exceeds minimum legal requirements.

The anticipated good-faith base salary range for this position is:

• San Francisco: $60,000 - $88,000 per year.

Your exact offer will be based on a variety of factors, including but not limited to, your experience, skills, and overall qualifications. We also review compensation regularly against industry benchmarks and performance outcomes, so you can grow your career here with confidence-knowing your pay recognizes both your impact and our commitment to an equitable approach.

In addition to a competitive base salary, certain positions are eligible for a comprehensive performance-based bonus, payable monthly or annually.

Commitment to Equal Opportunity

ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.

* The job description is a general summary of the major duties. It may not specify all duties, tasks, and assignments associated with a job. It does not limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review and modification.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

N/A = 0-10%, Occasionally = 11-33%, Frequently = 34 - 66%, Constantly = 67 - 100%