Pierce Atwood LLP seeks an experienced title abstractor paralegal to join the Real Estate Group in its Portland, ME office.   Applicants must have strong analytical ability, a keen focus on accuracy and work well with colleagues.  Position offers collegial working environment in the Portland office of a mid-sized law firm based in the Northeast.

To apply, please submit your cover letter and resume to Heather Higgins at hhiggins@pierceatwood.com.  

Job Summary

Under general supervision and according to established policies and procedures, performs a variety of administrative and clerical duties in support of attorneys, paralegals and other support staff members.  Maintains positive contact with clients and co-workers, and observes confidentiality in all client and firm matters.

Responsibilities

• Proofread and edit documents for grammatical, typographical and spelling errors.  Ensure deadlines are anticipated and met.
• Track and assist with completing documents in connection with transactional matters; and prepare and compile closing binders.
• Sort, scan, distribute and file incoming and outgoing mail several times a day. 
• Edit correspondence, documents and project work. Carry out instructions from verbal and/or handwritten materials.  Compose routine correspondence for attorney signature.

• Maintain calendar of meetings and coordinate conferences, meetings and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparation of materials and greeting clients. Coordinate seminar registration and travel arrangements securing air, hotel and car reservations for attorneys.
• Track compliance with continuing legal education requirements and report same to appropriate authorities.

• Review, edit and finalize bills to ensure accuracy of input.
• Coordinate preliminary conflict checks and process new matter reports through the automated system.
• Coordinate mailings, including filings with the state and federal courts.
• Preparation of expense reports, etc.
• Assist corporate paralegals with annual report process across all offices, including correspondence with clients, tracking of annual billings and payments, and filing of annual reports in multiple states.
• Assist corporate paralegals with preparation and distribution of annual consents for corporate clients.
• Follow up on requests made by attorneys, paralegals and clients.
• Assist other attorneys or staff in performing administrative functions as requested or needed.
• Perform other functions as requested or needed.

Knowledge, Skills and Abilities Required

• Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys and co-workers.
• Ability to be a team player.  A can-do attitude.
• Strong problem solving skills.
• Ability to anticipate needs of attorneys and paralegals.
• Strong technical aptitude. Intermediate Microsoft Word skills required.  Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel, Outlook and PowerPoint.
• Excellent written and oral communication skills.
• Ability to pay close attention to detail and proofread type materials for contextual grammatics, typographical and spelling erros to ensure the highest quality work.
•  Ability to work independently and locate information from internet, court and other public sources.
• Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to learn quickly and adapt to changing computer applications.
• Three to five years relevant law firm experience.
• Ability to work more than 37.5 hours on rare occasions to complete specific projects or tasks.

To apply, please submit your cover letter and resume to Heather Higgins at hhiggins@pierceatwood.com.  

Job Summary

Under general supervision and according to established policies and procedures, performs a variety of administrative and secretarial duties in support of attorneys in the environment practice group. Maintains positive contact with client and co-workers, and observes confidentiality in all client and firm matters.

General Position Responsibilities:

• Proofread and edit documents for grammatical, typographical and spelling errors.  Finalize and distribute to clients, attorneys and staff.  Ensure deadlines are anticipated and met.
• Receive, screen and route incoming telephone calls, conference calls and messages to attorneys, clients and staff promptly.  Assist callers as appropriate in attorney’s absence.  Refer callers to other attorneys and respond to inquiries when appropriate.
• Sort, date stamp and distribute incoming and outgoing mail promptly upon receipt several times a day.  Open and review materials as directed.
• Transcribe and edit correspondence, documents, memoranda, and project work in the production of legal documents.  Carry out instructions from tapes, verbal and/or handwritten materials.  Compose routine correspondence for attorney signature.
• Coordinate conferences, meetings and appointments for attorneys and clients including conference room scheduling, meals, beverages, preparation of materials and greeting clients. Coordinate seminar registration and travel arrangements securing air, hotel and car reservations for attorney and clients.
• Maintain calendar of meetings and business trips, apprising attorney of responsibilities in advance of commitment.
• Prepare bills on a monthly basis.  Edit and finalize bills to ensure accuracy of input.
• Coordinate preliminary conflict checks through the automated system to ensure attorney and firm ability to represent potential client.
• Set up, organize and maintain firm files.  Read and review material to be filed, file documents in proper files, and retrieve documents and files when requested.  Designate disposition of files to either form files, attorney files or finish files as appropriate.
• Coordinate mass mailings, including filings with the state, bankruptcy and federal courts.
• Perform a variety of administrative functions including processing new matter reports, preparation of expense reports, tracking CLE credits, etc.
• Employ firm applications efficiently and effectively to process work.
• Work collaboratively with others across the firm to meet the needs of attorneys across the firm.
• Follow up on requests made by attorneys, paralegals and clients.
• Assist other attorneys or staff in performing secretarial functions as requested or needed.
• Perform other functions as requested or needed.

Knowledge, Skills and Abilities Required

• Ability to demonstrate a high degree of professionalism and interpersonal skills, including, maintaining positive contact with clients, attorneys and co-workers.
• Demonstrated ability to be a team player.  A can-do attitude.
• Strong problem solving skills.
• Strong technical aptitude. Intermediate Microsoft Word skills required.  Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel and PowerPoint and databases.
• Excellent written and oral communication skills.
• Ability to pay close attention to detail to ensure the highest quality work product for the client.
• Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Knowledge of general office or law office policies and procedures which enable the production of thorough and accurate results with minimal supervision.
• Ability to learn quickly and adapt to changing computer applications.
• Ability to transcribe legal documents and correspondence from rough draft or tape at a level of 65 wpm with less than 5% errors.
• Ability to proofread typed materials for contextual grammatical, typographical and spelling errors.
• Proficiency with office equipment, including printers, copiers, faxes, transcription machines, label makers, etc.
• Ability to work more than 37.5 hours when required to complete specific projects or tasks.

To apply, please submit your cover letter and resume to Heather Higgins at hhiggins@pierceatwood.com. 

Job Summary

The temporary Billing Specialist is responsible for performing various Billing & Accounting duties according to standard Firm procedures.  Duties include creating and distributing monthly client/matter billing reports (BIM’s) and draft invoices, working with Billing Attorneys to edit and produce client invoices, updating and maintaining client and matter data, and maintaining documentation to support these duties.  This temporary position is open due to one of our current Billing Specialists going out on leave in December.

Responsibilities include (but not limited to):

• Run monthly billing reports (BIMs) and distribute by PDF to attorneys/legal assistants for review
• Transfer time/costs and re-run new BIM’s and bills as needed; review, verify and edit time/cost for matters assigned while working with attorneys and legal assistants to ensure accuracy
• Utilize the system of controls developed by the Accounting Team to ensure the work product is error free 
• Process bills and post in Accounting system
• Maintain a detailed log of billing activity and billing status each month
• Establish new matters in the Accounting system using the workflow designed for this purpose.
• Update and maintain Client and Matter data for assigned attorneys in Accounting system
• Provide ad-hoc billing and Accounting reports as needed
• Respond to internal/external Billing and Accounts Receivable inquiries
• Other administrative finance duties as assigned

Knowledge, Skills and Abilities Required

• Ideal candidate will have thorough knowledge of billing processes in professional services organizations, along with general knowledge of Accounting, and Accounts Receivable procedures in such organizations.
• Ability to maintain a high level of accuracy in preparing financial
• Exceptional customer service skills; ability to respond to requests from internal/external customers in a prompt, professional manner
• Ability to work in fast-paced, professional environment with changing deadlines & priorities
• Proficient in Microsoft Office (Outlook, Excel, Word);
• Experience with legal billing/accounting software packages
• Ability to maintain confidentiality
• Minimum of 3-5 years relevant work experience
• Associates and/or Bachelor’s degree preferred

To apply, please submit your cover letter and resume to Heather Higgins at hhiggins@pierceatwood.com.