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.  Proof of COVID-19 Vaccination required. (Per the CDC, people are considered fully vaccinated two weeks after their second dose in a 2-dose series (e.g., Pfizer, Moderna), or, 2 weeks after a single-dose vaccine (e.g., Johnson & Johnson).  Work Location Policy - all firm members are expected to work in the office at least three days a week, which allows the option to work remotely two days a week.

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

Job Summary

Provide consistent, courteous and professional customer service to all Pierce Atwood users.  Support, troubleshoot and resolve end-user computer related problems for a variety of hardware, software and Internet applications used by Pierce Atwood.  Assist in the education of computer use and functionality.  Serve as the central point of contact for Pierce Atwood users to report computer problems or to address IT-related questions and requests via the Help Desk.  Resolve high level desktop computer related problems and issues in a timely fashion.  Assist in the creation and implementation of new solutions for end users on a proactive basis. 

Primary Responsibilities and Duties

• Maintain and administers all help desk calls via phone, voice mail, e-mail or walk-ins within acceptable time limits.  Visits with users as required to gather detailed information and resolve issues.
• Logs all outstanding calls for completion or assigned to other resources within the firm.  Logs all details pertinent to the issue as well as the resolution of the problem.  Help in the coordination and completion of unfinished calls using other resources.
• Uses various software tools, works proactively with end users to anticipate future issues, plan individual technology implementation and help increase productivity. Creates solutions that allow end users to do work more effectively.
• Performs daily IT tasks and procedures, including troubleshooting and problem solving, installing and maintaining desktop hardware, software and maintaining end-user files.
• Reviews automated reports daily, looking for issues and investigating them. This includes the monitoring of Software Restriction Policy messages, noting patterns or recurring problems and developing strategies to resolve these.
• Educates users on IT procedures and proper use and maintenance of computer equipment.
• Verifies that new employees are set up on the system and tested prior to their arrival and provide assistance to new users as appropriate.
• Coordinate scheduling in support and operation of audio/visual systems integrated with video conferencing, projection, audio, video recording, playback and remote control devices. Which may include consulting with attorneys, staff, clients, and vendors to determine requirements, and monitoring meetings as required.
• Interaction with partners, attorneys, support staff, office administrators, and clients to provide AV and computer support when needed.
• Other responsibilities as required for this position.

Qualifications

• Two years related work experience or Associates/BA degree with minimum six months work experience.
• Solid knowledge of Microsoft Office applications including Outlook.
• Proficient with the installation, repair, configuration and use of computer hardware/software.
• Exceptional customer service aptitude; ability to demonstrate a high degree of professionalism and maintaining positive interactions with clients, attorneys and co-workers.
• Strong troubleshooting and problem solving skills.
• Commitment to continual process improvement.
• Ability to adapt to ever changing priorities and deadlines.
• Ability to work well under pressure and handle multiple tasks simultaneously.
• Excellent verbal and interpersonal communication; organizational, time-management and problem-solving skills.
• Establishes and maintains a good team oriented working relationship with everyone.
• Ability to move PC’s, printers and monitors up to 32 inches without assistance.
• Flexibility to work extended hours as needed.
• Proof of COVID-19 Vaccination required. (Per the CDC, people are considered fully vaccinated two weeks after their second dose in a 2-dose series (e.g., Pfizer, Moderna), or, 2 weeks after a single-dose vaccine (e.g., Johnson & Johnson).
• Work Location Policy - all firm members are expected to work in the office at least three days a week, which allows the option to work remotely two days a week.

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

Job Summary

Under the direction and supervision of an attorney, the paralegal performs specifically delegated legal work which requires a sufficient knowledge of legal concepts that, absent the paralegal, an attorney would ordinarily perform.  Maintains positive contact with clients, works well as part of a team, organizes and maintains documents, and observes confidentiality in all client matters.  The paralegal must comply with the same ethical requirements as attorneys, be familiar with the ethical requirements of the paralegal profession as set forward by the Rules of Professional Conduct of the state, and must demonstrate a high degree of professionalism.

Responsibilities

Administers estates, including:

• Daily contact with clients and meetings with clients
• Preparation and Filing of probate documents and tax forms
• Collection of all asset information with banks, investments advisors, appraisers, etc.,  
• Administering funds and property of estate and following through until closing, including corresponding with client and attorney
• Tax preparation for clients, including preparing estate tax returns, reviewing fiduciary income tax returns and occasionally assisting with preparation of individual income tax returns

Knowledge, Skills and Abilities Required

• Knowledge of trust and estate law and practice at a level normally acquired through 5-7 years of experience with trust and estates.
• Knowledge of Rhode Island and Massachusetts probate estate administration laws and procedures.
• Knowledge of Federal, Rhode Island and Massachusetts estate tax laws, regulations and procedures
• Ability to work both independently and as part of a team to organize and prioritize numerous tasks and complete them under time constraints.  Ability to concentrate and pay close attention to detail.  Ability to demonstrate initiative.
• Ability to work frequently with a high level of mental effort while organizing and maintaining multiple cases.
• Ability to take creative and innovative approaches to problem solving.
• Ability to communicate effectively with a diverse group of attorneys, staff, government personnel and clients.
• Excellent written communication skills.
• Ability to demonstrate high degree of professionalism and interpersonal skills.
• Ability to proofread typed material for contextual, grammatical, typographical and spelling errors.
• Ability to operate a personal computer to generate and revise legal documents and to construct, maintain and utilize databases.  Adaptability to use various software programs.
• Ability to work 37.5 hours per week in order to perform essential duties of the position.  Ability to work more than 37.5 hours when required to complete specific projects or tasks.
• Proof of COVID-19 Vaccination required. (Per the CDC, people are considered fully vaccinated two weeks after their second dose in a 2-dose series (e.g., Pfizer, Moderna), or, 2 weeks after a single-dose vaccine (e.g., Johnson & Johnson).
• Work Location Policy - all firm members are expected to work in the office at least three days a week, which allows the option to work remotely two days a week.
   

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

Job Summary

The Accounts Payable Specialist is responsible for processes Vendor Invoices, including Firm and Client chargeable expenses, weekly on-demand check processing, and special projects assigned by Director of Finance.  This position requires the employee to work in the office five days a week.

Responsibilities

• Scan, enter, and track all firm and client chargeable invoices into Accounting Software
• Ensure Vendor invoices are valid and necessary approvals have been assigned
• Assign general ledger coding to invoices, as needed
• Print and mail checks (after being reviewed by Director Finance)
• Process on-demand check requests and deliver internally, as needed
• Maintain and Create new vendors in Accounting System (LMS)
• Request and Track W-9’s
• Process various client chargeable disbursements as needed
• Process annual attorney membership/registration/dues
• Respond to and process internal Accounts Payable inquires and reporting requests
• Provide back-up coverage of employee expense reimbursements for Payroll Specialist
• Other administrative finance duties as assigned

Knowledge, Skills and Abilities Required

• Ideal candidate will have a minimum of an Associate’s Degree in Accounting or Business Administration or equivalent; 5-7 years previous accounts payable experience preferred; prior experience in a law firm desirable and experience with LMS (Legal Management Software) Accounting software a plus

• Ability to maintain a high level of accuracy in preparing and entering financial information
• 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 ever-changing deadlines & priorities
• Solid Microsoft Office skills; including Excel and Word, and email at a highly proficient level
• Ability to maintain confidentiality concerning financial & employee information
• Proof of COVID-19 vaccination required.  (Per the CDC, people are considered fully vaccinated two weeks after their second dose in a 2-dose series (e.g., Pfizer, Moderna) or 2 weeks after a single-dose vaccine (e.g., Johnson & Johnson)

ADA Checklist

The physical activity of this position.

• Reaching.  Extending hand(s) and arm(s) in any direction.
• Fingering.  Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping.  Applying pressure to an object with the fingers and palm.
• Talking.  Expressing or exchanging ideas by means of the spoken word.  Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing.  Perceiving the nature of sounds at normal speaking levels with or without correction.  Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Repetitive motion.  Substantial movements (motions) of the wrists, hands, and/or fingers.

The physical requirements of this position.

• Sedentary work.  Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

The visual acuity requirements including color, depth perception, and field vision.

• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.

The conditions the worker will be subject to in this position.

• None.  The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.)

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

Job Summary

The Benefits Manager is responsible for managing the firm’s comprehensive benefit programs, including the day-to-day activities of the firm’s 401(k) plan, wellness program, and workers’ compensation administration and leaves of absence program.  We are looking for candidates in the Boston, MA, Portland, ME, Portsmouth, NH, Washington D.C., or Providence, RI regions to join any of our office locations.

Primary Responsibilities

• • Manage our health benefits programs, including:
    
    • Conducting the benefits portion of new hire orientation
    • Provide instruction to new and existing partners/employees who are newly enrolling in, or changing, benefits elections.
    • Prepare termination paperwork for partners/employees departing the Firm.  Conduct exit interview to review impact on benefits as a result of separation from the Firm as well as provide coverage options.
    • Serve as point person for all inquiries on benefits programs, striving to ensure quick and courteous resolution.
    • Ensure Firm compliance with provisions of ERISA, IRS, U.S. and state Department of Labor (DOL) as well as Affordable Care Act (ACA) regulations.  Monitor and ensure timely and accurate preparation of reports and applications required by law to be filed with federal and state agencies.  Review, analyze, and implement changes to benefits plans as impacted by new and/or revised federal and state laws.
    • Maintain accurate benefits records in compliance with related data privacy regulations.
    • Coordinate annual benefits open enrollment process.  Ensure implementation of approved new plans and revisions to those already in place.  Assist Director of Human Resources as requested in preparing related communications.  Schedule and conduct open enrollment meetings for all Pierce Atwood offices. Working in conjunction with our on-line open enrollment system vendor, ensure the system is updated to reflect any plan/rate changes.  Perform testing to ensure system is accurate and functional for the open enrollment process.  Prior to first payroll of new plan year, conduct audit to ensure accuracy of payroll deductions made as a result of open enrollment changes.
    • Develop and maintain successful and productive partnerships with vendors, consultants, and brokers so as to provide effective benefit plan administration as well as analysis of usage and cost effectiveness.   Make recommendations to Director of Human Resources for changes to benefits plan line-up that might provide more effective options.
    • Coordinate the Firm’s wellness program, including:
      
      • Develop and make recommendations to Director of Human Resources for an annual wellness plan that raises awareness of wellness-related issues and addresses key issues/concerns for our employees.
      • Create and lead a wellness team, made up of partners/employees from all offices to the fullest extent possible, in which ideas for wellness related programs, speakers, etc., would be generated and implemented.
    • Coordinate workers’ compensation claims, including first report of injuries, doctor’s appointments, reports to carriers, and coordination with Office Services.
    • Manage the Firm’s various leave of absences programs, including parental leave, STD/LTD, FMLA and PFML and partner with Payroll Specialist to ensure timely payments when necessary.
    • Reconcile monthly invoices from benefits providers as necessary.  Code and submit for payment as per Firm policies.

• Manage our 401(k) plan, including:
  
  • Coordinate defined contribution retirement plan in conjunction with the Plan Administrator:
    
    • Maintain organized files. 
    • Facilitate/participate in the annual audits and Form 5500 filing process.
    • Ensure we are meeting our notice obligations to plan participants.
    • Attend quarterly investment committee meetings. Prepare draft minutes for committee/advisor review and approval.  Distribute minutes accordingly.
    • Coordinate the annual profit sharing calculations and top heavy testing with 401(k) record keeper.
    • Review plan documents as necessary in handling issues as they arise.  Work with record keeper as well as ERISA counsel for plan interpretation, as appropriate.
    • Coordinate 401(k) education meetings for all Pierce Atwood office
• Be prepared to “roll up sleeves” as needed to assist with other tasks within the Human Resources department. 

Qualifications

• 5-7 years of previous benefits administration experience in both health and retirement plans; prior experience in a law firm is desirable.  College degree strongly preferred.
• PHR, SPHR or similar benefits designation preferred. 
• Operate with a superior level of customer service, whether internal or external.
• Previous experience with Paylocity is desirable.
• Strong organizational, attention to detail, time management and multi-tasking abilities.
• Ability to work in fast-paced environment with ever-changing deadlines/priorities.
• Ability to work well independently but also function as part of a team.
• Strong communications skills – both written and verbal.
• Ability to maintain confidentiality concerning financial and employee information.
• Solid Microsoft Office skills (Excel, Word, Outlook)
• Proof of COVID-19 Vaccination required. (Per the CDC, people are considered fully vaccinated two weeks after their second dose in a 2-dose series (e.g., Pfizer, Moderna), or, 2 weeks after a single-dose vaccine (e.g., Johnson & Johnson).
• Work Location Policy - all firm members are expected to work in the office at least three days a week, which allows the option to work remotely two days a week.

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, the Legal Administrative Assistant performs a variety of administrative and secretarial duties in support of attorneys, paralegals and other support staff members in the Real Estate practice group. Maintains positive contact with client and co-workers, and observes confidentiality in all client and firm matters.  Key job responsibilities include: setting up all new matter reports, performing conflict checks, providing back-up billing assistance, handling and processing order invoices, print and copy jobs, conference room reservations and meeting coordination, file room upkeep and organization, stocking and maintaining supplies in attorney work area, drafting deeds/ancillary loan documents, filing all UCC statements, uploading closing binder cd’s/sending out all closing binder to cd’s & original documents to clients, requesting discharges/other documents for title defects, calling tax collector/assessor offices for closings, using First American website to locate title policies, using Registry of Deeds website to find deeds/mortgages as needed, sending overnight mail items, arranging for courier pick-ups and hand deliveries, answering the phone, sending out original documents to lenders.

General Position Responsibilities:

• Collect appropriate information/data in regards to opening new matter reports for incoming work.
• Coordinate preliminary conflict checks through the automated system to ensure attorney and firm ability to represent potential client.
• 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.
• 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.
• 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.
• Download and save diligence materials from various dropbox and other web related site.
• Initial drafts of conveyance documents/redlines – (redlines are a big one for our team).
• Prepare final versions of conveyance and loan documents.
• Draft closing binders/work directly with clients to provide miscellaneous documents/closing binders.
• Filing UCC statements.
• Using First American website to locate title policies.
• Sending out original documents to lenders.
• 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 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.
• Proof of COVID-19 Vaccination required. (Per the CDC, people are considered fully vaccinated two weeks after their second dose in a 2-dose series (e.g., Pfizer, Moderna), or, 2 weeks after a single-dose vaccine (e.g., Johnson & Johnson).
• Work Location Policy - all firm members are expected to work in the office at least three days a week, which allows the option to work remotely two days a week.

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