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JOB TITLE: Paralegal Assistant (Health Care) FLSA STATUS: Non-Exempt SCHEDULE: Full-Time; M-F 8:30 - 5:00; 37.5 hours/week LOCATION: Houston, TX Office (hybrid work environment) REPORTS TO: Regional Office Administrator

POSITION SUMMARY: The Paralegal Assistant position is a non-exempt, full-time position based in our Houston, TX office. Under general direction, this position provides both billable and administrative support to multiple attorneys and paralegals in the Health Care practice group. The role serves as a central pillar for assigned timekeepers, ensuring that client matters are handled with precision and confidentiality. The position is responsible for a variety of tasks from document drafting and complex calendar management to billing coordination and due diligence research. The individual will be working in a dynamic environment that requires excellent organization, handling a multitude of tasks simultaneously, independent thinking and self-direction, the ability to work well with people, and determination to get the job done.

Compensation: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including your background and experience. These considerations can cause your compensation to vary. We expect the hourly pay rate for this role to start between $36.00 and $39.00, and the salary will depend on your skills, qualifications, experience, and location. We encourage all interested candidates to apply.

Benefits: Medical, Vision, Dental, Life, 401k, Disability.

PRIMARY RESPONSIBILITIES:

• Interacts with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient.
• Deliver exceptional client service both internally and externally in a professional manner with discretion and confidentiality.
• Work collaboratively and cooperatively with other shared services departments.
• Independently use sound judgment and initiative to develop project timelines. Anticipate business needs of timekeepers; prioritize assignments, meet deadlines.
• Assist timekeepers with organization, preparing, drafting, and proofreading documents, including cross-referencing, and running document comparisons and other administrative tasks.
• Create, maintain and index client files, paper and electronic records.
• Perform routine filing, file retrieval and update document management system as necessary.
• Proactively manage busy calendars, prioritizing meeting requests with internal and external groups; schedule meetings, inform others of timekeepers’ whereabouts.
• Collaborate with Accounting to ensure accuracy in billing pursuant to client requirements; perform pre-bill edits, prepare invoices for payment as requested by timekeepers.
• Review and submit conflict checks, new clients and client matters.
• Track and record time in time entry system to ensure services provided are appropriately documented.
• Work with supervising attorney to compare, analyze, update, and produce documents relating to client matters.
• Assist and support attorneys with research and due diligence.
• May need to interact with clients, courts and opposing counsel; participate in meetings discussing sensitive or confidential matters.
• Develop and apply basic knowledge and procedures to complete assigned projects and tasks; develop proficiency in technology relevant to position.
• Annual 700 hour billable requirement.
• Understanding of technical legal terminology.

QUALIFICATIONS:

• Education: Paralegal certificate and/or undergraduate degree highly preferred, but not required.

EXPERIENCE, SKILLS & COMPETENCIES:

• Experience: A minimum of four (4) years of administrative assistant experience is required. A minimum of four (4) years of experience working in a legal environment (law firm or in-house legal department) is highly preferred. Health care law experience highly preferred.
• Technical Skills: Working knowledge of Microsoft Office (Word, Outlook, Excel); Experience with drafting business documents and professional emails preferred; experience with document management systems and Adobe Acrobat preferred; experience with billing time to clients preferred.
• Organizational & Time Management Skills: Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.
• Judgment, Initiative & Prioritization: Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.
• Communication & Collaboration: Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.
• Confidentiality & Professionalism: Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.

SUPERVISORY RESPONSIBILITY:

• None, individual contributor.

WORKING CONDITIONS:

• Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams.
• Occasional travel to court, other office locations, or external administrative sites may be required.
• Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters.
• Fast-paced, collaborative environment requiring adaptability, strong attention to detail, and effective prioritization.

PHYSICAL REQUIREMENTS:

• Regularly required to sit, stand, or walk for extended periods while performing administrative duties.
• Ability to lift and carry up to 25 lbs. for filing, document handling, or office materials.
• Ability to perform repetitive motions, including typing, filing, and scanning.
• Occasional bending, reaching, and handling of office equipment.
• Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.