1. TASK LIST
* Update JKC calendar.Dothiseach morningandupdate it throughthe pointwhere hiscalendar
isclear.
* Backup to schedulingappointmentsandansweringphonesforthe receptionist. If the phone is
not answeredbythe secondring,line of successiongoestoyouto answerfirst,thenTia,Tami,finally
BettyJo. WhenschedulingappointmentsorCourtdates,youschedule Domesticrelationandcivil
matters(yourfiles) andothersgetdirectedtothe appropriate Paralegal.
* Back up to answeringfrontdoorif receptionistisnotavailable. If youhearthe door ringand the
receptionistisnotup frontyouneedto getup andfindout whocame inand assistthem.(see tasklist
for Receptionistposition).
* Backup to takingmoneyandwritingreceiptsforthe receptionist. ItisIMPERATIVEthat you
familiarizeyourself withhowtofindoutwhoowesmoneyandwhois justreplenishingtheirtrust
account as moneyisdepositedintotwoseparate accounts(General andTrust).
* Reviewtickcardsthat come up dailyfordeadlinesandtasksto be completedonfiles. The
receptionistwill pull the tickcardsthe day before andgive youyours. Make sure deadlinesare
completedbythe daythat theyare due. Deadlinesandhearingsrequire3tickcards to be prepared
(weekbefore,daybefore anddayof) andshouldalwaysbe placedonthe electroniccalendar(which
shouldalsogetreviewedeachmorningtomake sure youdon’tmisssomething). There shouldbe no
excuse fora deadline orhearingtobe missed.
* All incomingpleadingsanddocumentsgetsacopyforwardedtoour clientbefore beingfiled
alongwithany taskassignedwiththatdocument. EXAMPLE: If a pleadingcomesintothe office from
opposingcounsel andKJN dictatesaresponse,complete the response tobe filedwiththe Courtanda
copy of the pleadingalongwithourresponse goestothe clientbefore beingputinthe file andtickthe
file foran orderor to checkstatus on the pleadings. Copiesof ALLpleadingsfiledwiththe Courtget
forwardedtoopposingcounsel andclient.
* Setup newfileswithinitial pleadingsand(if theydon’trequire itdone immediately) retainer
within24 hoursof beingretainedbythe client. Mostof the time,youwill getthe intake sheetfromthe
attorneyandtheywill askthat the pleadings/retainerbe completedimmediately. The formstheywill
requestare locatedinthe FORMS TO USE file. Othermisc.formsare locatedinthe Kelly’sFolderfileor
the OPEN FILES file,justtype the name of whatyou needinthe searchbox of the file anditwill bringup
the most recommendeddocumentstouse (the mostlyuseddocumentswill be inthe FORMSTO USE
file). Labelsforthe physical file are locatedinthe FORMSTO USE – Labelsfile. (See SettingUpFiles
Procedure)
* Type pleadings/documents/correspondence asrequestedbyattorneys. Mostof the forms
neededwillbe onthe computerinthe FORMS TO USE file,if notthere are special formsthathave
original createdlanguage inboththe Kelly’sFolderfileandthe OPEN FILESfile. Otherwise,attorneys
will eithercreate theirownpleadingforyouto format(follow the formatonall the otherpleadings –
Fontis alwaysHelvetica12 and formatis alwaysthe waythat ison any of the previousdocuments) and
printor theywill dictate toyouwhat theywantand youwill create it.Sometimesithelpstouse anold
formsimilartowhat theywantdone.
* You are the firstpointof contact for all attorneysandclientsonyourfile. Helpthemtothe best
of yourabilitybut DO NOT GIVETHEM LEGAL ADVICE. If it issomethingthatyoucan’t answerforthem,
tell themyouneedtodiscussitwiththe attorneyand take theirnumbertocall themback. If itis a short
message,write itona message slip. If itisdetailed,write aMemoto the attorneywiththe date and
time the Clientcalledandareturnphone numberforthe client. Sometimesthe attorneywill returnthe
call themselves,othertimestheywilltell youwhattotell the client. Inthat case,call the clientback,
relaythe message andmake sure younote for the file thatyouspoke to the clientandwhat specifically

2. * Maintainfilesandmake sure all filesare properlytickedandaccountedfor. All filesinthe file
cabinetshouldhave atick onthembefore theyare placedinthe file cabinet(tickcardinthe drawerand
a label onthe file forthe tick). Thisensuresthatno file will be filedawayandforgottenabout. Evenif
youput on the file a30/60/90 daystatus checkbecause youare waitingforsomething tobe done.
* Prepare filesfor*hearing/mediation,etc. Atleastaweekpriorto hearingsormediationinthe
file,the file needstobe pulledandpreparedforhearing(See HearingPrepProcedure).
* Prepare answerstodiscoveryand/ornecessarypleadingsinthe appropriate timeframeas
requiredbythe attorney. Discoveryneedstobe answeredwithin30 daysof receiving. The discovery
goesto the clientforthemto answeronce theyreturnit youcomplete aformal response. Examples
and formatsforthe formal responsesare inthe FORMSTO USE folder. (See DiscoveryProcedures).
* Maintainoffice suppliesneeded. Make sure youkeeptrackof all of your suppliesandputon
the shoppinglistanysuppliesyounotice youmaybe runningoutof. EXAMPLE: If you are runninglow
on pinkhighlightersortickcards make sure youput it onthe shoppinglistinadvance before yourunout
so that youdon’trun out before youhave areplacement.
* Schedule/calendarhearingdates. Youare incharge of scheduling all hearingdates/mediation
datesfor yourfiles. Make sure youallow time fortravelingtoothercountiesanddonot schedule more
than one Final Hearingonthe same date forKathy’scalendar. Follow upwiththe attorneysonthe
requiredtime thatthey will needsetaside forthe hearingif youdonotalreadyknow or it isnot already
writtenona pleading. Whenyouschedule the hearing/mediationmake sure youplace thatdate onthe
electroniccalendartoblockoff thattime and preventanythingelse frombeingscheduledonthattime
spot. Put inthe notessectionyourinitials,the date youscheduleditandwhoitwas scheduledwith.
EXAMPLE: (KG) ScheduledwithSallyinSuperiorIon12/10/15.
* Notifyclientsof all hearingdatesanddeadlinesvia letterandmake sure the file istickedforall
hearingdates(see above) anditisalsoplacedonthe electroniccalendarwithnote thatclienthasbeen
notified.EXAMPLE: (KG) Clientnotifiedviaregularmail on12/10/15. Thisisdone for quickreference
that the clientwasnotifiedof the hearingdate andonwhatdate incase theytryto claimthat they
didn’tknowaboutthe hearing/deadline –yes,theywill dothat.