Legal Administrative Assistant Jobs in Maine

Position Summary

The legal assistant provides comprehensive administrative and legal support to attorneys practicing in the Workers’ Compensation department. This position plays a vital role in ensuring the efficient management of client matters by preparing legal documents, organizing and indexing medical records, coordinating schedules, maintaining case files, communicating with clients and outside parties, and supporting attorneys throughout the litigation and settlement process. The ideal candidate is highly organized, detail-oriented, maintains strict confidentiality, and thrives in a fast-paced legal environment.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative support to assigned attorneys and legal team members.
• Answer and direct telephone calls while providing professional customer service.
• Receive, review, distribute and process incoming mail and electronic correspondence.
• Prepare outgoing correspondence and legal mailings.
• Calendar deadlines, court dates, hearings, depositions, mediations, meetings and other important events.
• Monitor attorney calendars to ensure compliance with filing deadlines and scheduling requirements.
• Maintain confidentiality of all client and firm information.

Workers’ Compensation Case Support

• Transcribe dictation and prepare correspondence, pleadings, reports and other legal documents.
• Draft routine legal documents and standard forms for attorney review.
• Organize, label and index exhibits, and case documents.
• Assist with document production, copying, scanning and electronic filing.
• Communicate professionally with clients regarding appointments, case information, and requested documents.
• Assist attorneys in preparing files for hearings, mediations, and settlement conferences, or trials.
• Ensure timely follow-up on attorney requests and client inquiries.

Qualifications

• High school diploma or equivalent required; associate degree or legal assistant/paralegal course preferred.
• Previous experience as a legal assistant or administrative professional, preferably in a law firm or medical office.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Proficiency with Microsoft Office Suite, transcription, legal billing, and legal case management software- such as imanage.

Core Competencies

• Organization and attention to detail
• Professionalism and client service
• Communication skills
• Time management
• Reliability and accountability
• Confidentiality and discretion

Work Environment & Schedule

• Full-time position: 37.5 hours per week.
• Occasional overtime may be required during periods of high workload, trial preparation, or litigation deadlines.
• Flexibility in the work day may be required to assist attorney around client meetings, hearings or trial.

Why Join Norman, Hanson & DeTroy

• Collaborative and supportive team environment
• Meaningful and challenging case work
• Opportunity for professional growth and development
• Flexible work arrangements
• Competitive compensation and benefits package

This position description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all responsibilities, duties or qualifications. Duties may be modified or assigned as business needs require.

Pay: $29.00 - $31.25 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Profit sharing
• Vision insurance

Application Question(s):

• Are you located within a reasonable driving distance to our Portland, Maine office.

Work Location: In person