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Administrative Assistant Legal

Long Beach, CA
January 01, 2020

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Raymond D. Jacobs

*** ****** ******, #***, **** Beach, California 90802



Salerno & Associates, Marina del Rey, California (10/2013 – Present) Legal Assistant (part-time)

• Draft and submit retainers to clients

• Perform a variety of secretarial duties, including collecting and sorting mail, filing, creating and reorganizing files, updating ACT database, word documentation and formatting, TOC’s/TOA’s, photocopying, faxing, scanning legal documents and creating accessible folders with stored documents on Google cloud

• Update daily calendar in relation to court dockets assigned between Associates

• Create Dropbox folders to enable access of discovery items for private investigators and litigators drafting reports and pleadings

• Schedule Administrative Per Se (APS) hearings through the California Department of Motor Vehicles (DMV) for clients faced with DUI misdemeanors

• Assist with social networking through LinkedIn; drafting letters and replying to a large volume of e-mail

• Book Minimum Continuing Legal Education (MCLE) lectures for Managing Partner

• Order and maintain office supplies and stationary Ford Walker Haggerty & Behar, Long Beach, California (4/2019 – Present) Administrative Assistant/File Clerk

• Order and monitor the acquisition of subpoenaed plaintiff records (medical, billing, employment, etc.) through digital document retrieval services (Ontellus, Unisource Discovery, etc.)

• Assemble trial and exhibit binders for Court

• Upload and organize subpoenaed plaintiff records for archives and replicate MRI’s on CDR’s on a per needed basis

• Prepare submittal of records subpoenaed medical and billing, plaintiff discovery responses, and deposition transcripts to forensic experts via Dropbox or private server links

• Upload, printout and collate newly acquired insurance documents via LexisNexis CounselLink

• Assist attorney in preparing trial exhibits and deposition notices for defense witnesses

• Create, rearrange, and maintain physical case files.

• Prepare closed case files for storage via FileKeepers Piazza, Donnelly & Marlette, LLP, Torrance, California (10/2016 – 4/2018) Receptionist/Administrative Assistant

• Handled heavy phone lines

• Performed extensive data entry tasks on XCM by designating a large volume of incoming tax organizers (both individual and corporate) to respective Partners and updated the status of each tax return in XCM once they were picked-up at Will-Call or shipped

• Processed incoming physical tax organizers by scanning workpapers and engagement letters in Laserfiche, as well as SurePrep in instances to electronically organize and encode

• Compiled electronically submitted tax organizers using Wolters Kluwer My1040Data software and archived newly created PDF files into Laserfiche

• Prepared a large volume of tax filing extensions for Clients using Wolters Kluwer 2017 Tax Preparation software and emailed extensions to clients via SafeSend to ensure delivery and protect the sensitive client information contained in both the email and the attached extension

• Shipped out tax returns, tax organizers, 1099’s, payroll checks, Internal Revenue Service (IRS) and/ or Franchise Tax Board (FTB) forms and vouchers via U.S. Priority or Certified Mail, FEDEX or professional courier service

Gekko Engineering, Carson, California (7/2015 – 9/2016) Administrative Assistant

• Handled heavy phone lines

• Assigned new job numbers using Microsoft Access, created new billable job profiles on TimeTiger, and opened new job folders in our local drive and in Microsoft Outlook

• Edited and formatted proposal letters for clients on behalf of project managers

• Created delivery transmittals of drawings and forwarded to clients

• Closed and archived project folders electrically into local and back-up drives

• Updated the physical inventory of project artifacts (drawings, paperwork, etc.) in storage

• Streamlined the process for project managers to report which project folders were ready to be closed and archived through the creation of the checklist, which was regularly updated

• Regularly ensured the functionality of plotters, copiers and ordered stationary supplies SKILLS

Microsoft Suite (Word, Excel, Outlook, Access) Adobe Acrobat Pro DC (TOC’s and TOA’s), PACER, LexisNexis, WestLaw, Quickbooks, Google Cloud, Dropbox, NetDocuments, ACT, TimeTiger, Clio Legal Software, SafeSend, Laserfiche, Wolters Kluwer CCH® ProSystem fx®, SurePrep, Worldox, 10-Key Touch EDUCATION

Long Beach City College 1994

Associate’s Degree in Liberal Arts

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