Practice Assistant

Exemption Status: Hourly Non-Exempt

Remote Options/Office Hours: On-Site

Classification: Legal Support Staff

Reports To: Practice Area Manager

Summary of Position:

The Practice Assistant provides vital administrative and organizational support by routing mail and documents, processing incoming and outgoing scanned documents, and maintaining accurate recordkeeping to support other legal staff members who manage physical and electronic files. This position helps ensure that case materials are properly organized, accessible, and maintained in accordance with firm protocols and retention requirements.

This position requires that the Practice Assistant be extremely detail-oriented, organized, critical about accuracy, spelling and grammar and possess the ability to prioritize and follow up. This is a very fast-paced environment, and the Practice Assistant must be able to multitask and assist attorneys and staff with a voluminous caseload. This role requires a self-starter who is willing and open to learning new skills as well as taking initiative and being proactive.

JKZ employees are expected to “Think Outside the Box,” applying creativity, sound judgment, and initiative to deliver thoughtful solutions and exceptional client service. Practice Assistants are expected to model and uphold JKZ’s mission, vision, and values in all professional interactions and to consistently produce work that meets or exceeds the JKZ Standard.

Direct Reports: N/A

Essential Duties and Responsibilities, including but not limited to:

1. File Management

• Create, label, and maintain physical and electronic files

• Update legal indexes

• Scan, upload, and name documents using firm conventions

• Merge, split, and route PDFs; ensure materials are correctly stored.

• Retrieve files and documents upon request

2. Mail & Document Handling

• Sort and distribute mail, packages, and interoffice documents

• Handle outgoing mail, including certified, overnight, and messenger deliveries

3. General Administrative & Operational Support

• Assist with bulk scanning projects (transfer files, productions, exhibits)

• Support legal staff with assembling binders, dividers, labels, and exhibits

• Provide backup assistance to front desk or office services as needed

• Help with basic data entry and document indexing

The Practice Assistant will have other administrative tasks as assigned.

Knowledge, Experience and Skills Requirements:

To perform this job successfully, an individual must be able to satisfactorily perform all essential duties. The requirements listed below are representative of the knowledge, skill, and physical and mental abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Mental Demands

• Ability to manage multiple tasks and deadlines in a fast-paced environment.

• Strong attention to detail and accuracy when reviewing and preparing documents.

• Clear and professional communication with attorneys, staff, clients, and court personnel.

• Consistent ability to follow procedures, workflows, and naming conventions.

2. Physical Demands and Work Environment

• Prolonged periods of sitting, reading, and working at a computer

• Occasional lifting of files or materials up to 15 pounds

• Ability to move throughout the office to retrieve files, meet with staff, or support attorneys.

• Work is performed in a professional office environment

3. Education and Experience

• 1-3 years recent experience as a Practice Assistant or other administrative assistant position in a law firm or file management organization preferred

4. Knowledge, Skills and Abilities

• Exceptional organizational skills and strong attention to detail.

• Proficiency with digital document management, including scanning, uploading, and basic PDF tasks.

• Ability to implement and maintain procedures, naming conventions, and workflow standards.

• Strong time-management skills with the ability to prioritize and manage multiple projects.

• Clear and professional communication skills, with the ability to interact effectively across all levels of the firm.

• Proven ability to maintain confidentiality and exercise sound judgment.

• Flexibility to adapt to shifting priorities.

• Ability to work both independently and collaboratively in a fast-paced environment.

• Proficiency in MS Office (Word, Excel, Outlook) and modern law firm practice management software.

• Excellent command of English, including grammar, usage, form, and style.

Additional Information:

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. JKZ LLP is an equal opportunity employer committed to creating an inclusive and diverse workforce. We comply with the ADA and other applicable laws, and consider reasonable accommodations to qualified individuals with disabilities that may be necessary for individuals to perform essential functions.