Careers Professional Staff

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CAREERS AT BOUTIN JONES

Professional    Staff

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Friendly, professional, responsive, honest, fair, open . . . those are words used to describe the Boutin Jones culture. What’s the best way to judge whether those words are real values in our workplace? Notice how infrequently employees leave the firm. You won’t find a lower attrition rate in our region. We’ve created a comfortable, stable, challenging and professionally rewarding environment with a group of staff members we believe are outstanding.

The admiration seems to be mutual. We’ve been nominated—by our employees—as a Best Place to Work ten out of the last twelve years. That means at least 75% of our workforce took the time to fill out surveys letting the Sacramento Business Journal know they like working at Boutin Jones. We do our best to return the compliment each and every day.

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"The Boutin Jones law firm reminds me of how law firms used to be. They are family-oriented, they care about employees, and everybody helps each other. It’s just a nice place to work."

Trish Curry

Legal secretary at Boutin Jones

Lawyer signing documents

Legal Secretary – Real Estate/Transactional

This position requires a high school diploma with five+ years of experience, three of which will have come as a transactional secretary or paralegal in a law office or law-related office. Completion of at least 2 years of college or vocational school is helpful.  Must have computer skills to meet standards of accuracy and speed set by this office. Spelling, grammar and punctuation must be exceptional. Basic ability in math and report keeping needed. The candidate will have a team spirit attitude, be able to meet and communicate with people pleasantly and represent the law office in an efficient, professional manner. Applicant must present himself/herself in a professional manner and dress accordingly.

Responsibilities

Performs secretarial and clerical/administrative duties for attorneys and paralegals:

  • Processes mail daily.
  • Handles phone calls for attorneys and paralegals.
  • Schedules appointments and other events.
  • Makes travel arrangements, hotel reservations and continuing education registrations for attorneys.
  • Receives clients arriving for appointments (including beverages).
  • Maintains electronic calendar for attorneys and self.
  • Enter attorneys’ time electronically.
  • Performs conflicts checks.
  • Opens New Client/Matters in accordance with firm procedure.
  • Creates and maintains files, keeps records and prepares reports as requested.
  • Responds to and generates email messages.
  • Drafts routine correspondence and documents on own initiative for approval by attorneys.
  • Revisions and clean up to documents prepared by attorneys and paralegals.
  • Perfects documents for filing with various administrative agencies; files such documents and follow through as necessary.
  • Performs other duties as required

Equipment Used

  • Computer running Microsoft Windows Operating System
  • ShoreTel Phone System
  • Transcription
  • Photocopier
  • Printer
  • Fax
  • Scanner
  • Postage meter and mail scale

This is a full-time position with competitive pay and benefits. Highly organized, detail-oriented and dependable candidates should send their resume to Recruiting@BoutinJones.com.

Receptionist

Office Services Support

Boutin Jones has an opening for a position in Office Services Support.

Duties:

  • Courier Responsibilities
    • Document filings and deliveries to various courts and administrative agencies
    • Runs for Administrative Supplies
    • Deliveries to Offices and Residences
    • Trips to County and State Law Libraries
  • Kitchen Maintenance/Cleaning
  • Maintain/Clean Conference Rooms
  • Stock Supply Rooms
  • Assist With Processing Daily Mail
  • Backup Receptionist
  • Copy and Scanning Projects
  • Assist with in-house filing
  • Other duties as required

REQUIREMENTS:

  • High School Diploma
  • Basic knowledge office equipment – copy machines, scanners, printers, phones
  • Beginning to Intermediate experience with Microsoft Excel, Word and Outlook
  • Ability to lift up to 30 lbs.
  • Must have own transportation, California Driver’s License and proof of insurance

This is a full-time position. Interested applicants should email a resume and cover letter to Recruiting@BoutinJones.com.

Close-up hands going over paperwork

Legal Secretary – Litigation

This position requires a high school diploma with five + years of experience, three of which will have come as a litigation secretary or paralegal in a law office or law-related office. Must have computer skills to meet standards of accuracy and speed set by this office. Spelling, grammar and punctuation must be exceptional. Basic ability in math and report keeping needed. Completion of at least 2 years of college or vocational school is helpful, but not required.

The candidate will have a team spirit attitude, be able to meet and communicate with people pleasantly and represent the law office in an efficient, professional manner. Must be a team player with the willingness to help with coverage.

Necessary Knowledge, Skills and Abilities:

  • Proficient knowledge of State and Federal Rules of Court and California Code of Civil Procedure.
  • Proficient knowledge of Court E-filing requirements.
  • Familiar with Court, Secretary of State and County Recorder filing procedures and requirements.
  • Familiar with law library.
  • Proficient in Microsoft Office Suite: Word, Outlook, Excel, PowerPoint.
  • Experience working with document management systems (comparable to OpenText eDocs, formerly known as Hummingbird DM).
  • Document comparison software (compareDocs or Workshare).
  • Document formatting software (Litera Innova).
  • Time Entry software.
  • Electronic Calendaring and Docketing (Compulaw).
  • PDF Editing software (comparable to Foxit or Adobe).
  • Scanning/OCR software.

Responsibilities

  • Performs secretarial and clerical duties.
  • Creates and maintains files, keeps records and prepares reports as requested.
  • Trial preparation.
  • Create and format pleading table of authorities and table of contents.
  • Prepare and perfect documents for court filing; files and effects notice as required, including electronic court filings in Federal and State courts.
  • Processes mail daily.
  • Handles phone calls for attorneys.
  • Responds to and generates email messages.
  • Transcribes from dictation.
  • Drafts routine correspondence and documents on own initiative for approval by attorneys.
  • Schedules appointments, depositions and other events.
  • Receives clients arriving for appointments (including beverages).
  • Maintains electronic calendar for attorneys and self, including hearings, courts appearances, depositions, deadlines and other commitments.
  • Enters attorneys’ time electronically.
  • Makes travel arrangements, hotel reservations and continuing education registrations for attorneys.
  • Performs conflicts checks.
  • Opens New Client/Matters in accordance with firm procedure.
  • Performs other duties as required

Equipment Used

  • Computer running Microsoft Windows Operating System
  • ShoreTel Phone System
  • Transcription
  • Photocopier
  • Printer
  • Fax
  • Scanner
  • Postage meter and mail scale

This is a full-time position with competitive pay and benefits. Highly organized, detail-oriented and dependable candidates should send their resume to Recruiting@BoutinJones.com.

Smiling female assistant using copy machine in modern office

Legal Secretary – Corporate/Transactional

Applicant must be a high school graduate with five+ years of experience, three of which will have come as a transactional secretary or paralegal in a law office or law-related office. Must have computer skills to meet standards of accuracy and speed set by this office. Spelling, grammar and punctuation must be exceptional. Basic ability in math and report keeping needed. Completion of at least 2 years of college or vocational school is helpful, but not required.

The candidate will have a team spirit attitude, be able to meet and communicate with people pleasantly and represent the law office in an efficient, professional manner. Must be a team player with the willingness to help with coverage.

Necessary Knowledge, Skills and Abilities:

  • Windows 10 Pro
  • Microsoft Office Suite: Word, Outlook, Excel, PowerPoint.
  • Document Management System (comparable to OpenText DM).
  • Document comparison software (CompareDocs, Workshare).
  • Document formatting software (Litera Innova).
  • Time Entry software.
  • Electronic Calendaring and Docketing.
  • Foxit / PDF Pro.
  • Scanning/OCR software.

Responsibilities

  • Performs secretarial and clerical duties.
  • Processes mail daily.
  • Handles phone calls for attorneys and paralegals.
  • Responds to and generates email messages.
  • Transcription from dictation and voicemail.
  • Drafts routine correspondence and documents on own initiative for approval by attorneys.
  • Schedules appointments and other events.
  • Receives clients arriving for appointments (including beverages).
  • Maintains electronic calendar for attorneys and self.
  • Enters attorneys’ time electronically.
  • Makes travel arrangements, hotel reservations and continuing education registrations for attorneys.
  • Familiarity with law libraries.
  • Familiarity with Courts, Secretary of State and County Recorder filing procedures and requirements.
  • Familiarity with Internet usage.
  • Performs conflicts checks for potential new clients and existing clients.
  • Perfects documents for filing with various administrative agencies; files such documents and follow through as necessary.
  • Prepares and edits complex Word and Excel documents, including preparation of indices and tables of contents.
  • Opens New Client / Matters in accordance with firm procedure.
  • Creates and maintains files, keeps records and prepares reports as requested.
  • Performs other duties as required

Equipment Used

  • Computer running Microsoft Windows Operating System
  • ShoreTel Phone System
  • Transcription Software
  • Printer; Multifunction device: copier/scanner/printer
  • Desktop Faxing
  • Postage meter and mail scale

This is a full-time position with competitive pay and benefits. Highly organized, detail-oriented and dependable candidates should send their resume to Recruiting@BoutinJones.com.

IT Specialist

Office Services Support/Legal Records Clerk

Job Summary

The Office Services Support Legal Records Clerk will maintain onsite and offsite filing and records maintenance, including maintenance and upkeep of iManage (IRM), and will assist in the implementation of the firm’s records retention and destruction policies and carry out such implementation. The Legal Records Clerk will also assist in areas of Office Services Support as needed, including ordering/inventory of office supplies, and backup in the areas of reception, courier and in-house conference room/kitchen set-up and maintenance as needed. The incumbent shall be responsible for managing his/her own workload and accomplishing assigned work in a timely manner. Most of the work is performed in a normal office setting except for off-site storage file maintenance.

Necessary Knowledge, Skills and Abilities

  • High school diploma or equivalent
  • AA/AS in business-related field, or a minimum of two (2) years’ similar work experience, or a combination of education and experience
  • Strong interpersonal and communication skills
  • Implementation and ongoing maintenance of iManage (IRM) electronic records software
  • Training of staff on the use of IRM
  • Handle retrieval of records stored offsite and return of same
  • Implementation and ongoing maintenance of the firm’s Records Retention Policy and Destruction Schedule
  • Experience with Windows and Microsoft Office
  • Experience with file management software desired
  • High degree of accuracy and attention to detail in the performance of assigned duties
  • Ability to work under pressure
  • Ability to use mature judgment and work independently
  • Ability to communicate effectively via telephone, in person and in writing
  • Ability to deal with others in a professional manner
  • Familiarity with the use of computer, scanner, copier, printer and fax machines
  • Ability to lift 35 lbs.
  • Must be physically able to work with filing systems (removing or replacing files on shelves, boxing files for offsite storage)
  • Must have own transportation and proof of insurance

 Essential Duties

  • Work closely with office service support staff in coordination with duties, including backup reception, daily mail, kitchen maintenance, stocking of supply rooms, maintenance of conference rooms, daily drop off, copy projects, assistance with in-house filing and assistance with library maintenance.
  • Provide guidance to secretaries and office service support staff concerning general file-handling procedures.
  • Work with the various practice groups to develop section procedures for handling records.
  • Coordinates office services support staff assignments and day-to-day filing activities throughout the firm.
  • Coordinates the indexing and data entry of records being transferred to off-site storage and coordinates with the IT Department to manage on-site and off-site storage of records.
  • Process external file transfers in accordance with firm policy.
  • Coordinate disposition of internal file transfers.
  • Locate intended recipient of unidentified mail.
  • Implementation of firm’s File Management and Records Retention Policies in conjunction with IT Department.
  • Work with IT Department to implement records management software.
  • Such other and further duties as may be assigned.
  • The position requires that the individual perform effectively, considerately and professionally when in contact with attorneys and other personnel of the firm as well as clients and others outside of the firm.

Interested applicants should email a resume and cover letter to Recruiting@BoutinJones.com.