Tax Legal Administrative Assistant

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Tax Legal Administrative Assistant

Department: Tax

Reports To: Office Administrator

Location: Austin

FLSA: Non-Exempt

POSITION SUMMARY:

The Tax Legal Administrative Assistant provides high-level administrative and document support to attorneys within the Tax Practice Group. This role is responsible for supporting efficient case management through document preparation, coordination of filings, deadline management, and maintenance of accurate records.

Additionally, the Legal Administrative Assistant serves as a key resource to attorneys, clients, and internal staff, contributing to seamless workflow and exceptional service delivery.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative & Client Support

• Provide professional and responsive customer service by answering phone lines and communicating with clients.
• Coordinate and schedule meetings, appointments, and travel arrangements.
• Handle incoming and outgoing mail, including certified and overnight deliveries.
• Submit expense reimbursements and request checks as needed.

Document Preparation & File Management

• Prepare, proofread, and format legal documents including correspondence, memoranda, and filings.
• Compile, scan, save, and profile documents within the document management system (iManage).
• Maintain and organize digital and physical files in accordance with firm standards.
• Utilize advanced document formatting tools, including styles, cross-referencing, and track changes.
• Use Adobe Acrobat to edit PDFs, create bookmarked binders, and convert documents between formats.

Case & Filing Coordination

• Submit conflicts requests and assist with opening and maintaining client and matter files.
• Perform electronic filings through platforms such as eFileTexas.gov and CM/ECF, ensuring compliance with jurisdictional requirements.
• Conduct research and filings with regulatory agencies including the Texas Comptroller, State Office of Administrative Hearings, and County Appraisal Districts.
• Maintain and monitor deadlines and key dates using calendaring systems.

Billing & Financial Support

• Enter billable time for attorneys and assist with pre-bill revisions.
• Track paid and outstanding invoices.
• Coordinate with billing managers and accounts payable teams.

General Administrative Support

• Prepare and submit client intake forms and engagement letters.
• Provide overflow support and perform additional administrative duties as needed.
• Maintain strict confidentiality in all firm and client matters.

QUALIFICATIONS:

• High school diploma or GED required.
• Bachelor’s degree preferred.
• Minimum of 5 years’ administrative experience supporting attorneys in a law firm environment, preferably within a tax or regulatory practice.
• Advanced knowledge of legal document preparation, including formatting, table of contents, table of authorities, and track changes.
• Experience with document management systems (iManage preferred).
• Experience with e-filing systems, time entry, and legal database tools.
• Experience with conflict checks, client intake processes, and DocuSign.
• Knowledge of regulatory agencies such as the Texas Comptroller, IRS, and administrative hearings offices.
• Excellent written and verbal communication skills with strong attention to detail.
• Strong organizational, time management, and multitasking skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to handle confidential information with discretion.

WORK CONDITIONS:

This position operates in a professional office environment with standard equipment. The role requires strong attention to detail, the ability to manage multiple priorities, and occasional overtime based on business needs.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

We are proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, veteran status, sexual orientation, gender identity, pregnancy, genetic information, or any other characteristic protected by applicable federal, state, or local law and will not be discriminated against on the basis of disability. It is our intention that all qualified applicants are given equal opportunity and that employment decisions be based on job-related factors.

If you require a reasonable accommodation to complete the application or interview process, please contact us at BusinessProfessionalRecruiting@jw.com