LET AMATA BE AN EXTENSION OF YOUR LAW FIRM
As Louis Pasteur once said, “fortune favors the prepared mind”, and nowhere is that clearer than in the legal profession. The best time to learn what services are available to help supplement your workload is now.
Amata has created the back-office operations of an AM100 law firm, for solo and small law firms. Paralegals, paralegal assistants, law clerks, and virtual assistants all act as an extension of your law firm.
Leveraging Amata's experienced resources allows you to manage your law firm around your bottom line. When you aren't paying for under-utilized staff on you payroll, your profits increase, along with your capacity produce more work and gain new clients, without creating constraints on your time.
"Amata makes the transition from large law firm to solo practitioner virtually effortless. Secretarial and paralegal services are available at competitive rates on an 'as needed, pay-as-you-go' basis which is ideal for the solo practitioner or small law firm."
BERGER LAW, LLC
How it Works
Amata uses an advanced ticketing system to assign work requests. First based on attorney preference to specific paralegals, administrative assistants, or VA’s. Then, if no preference has been pre-established, the team member most suited for the type of work or area of practice the attorney specializes in is assigned. Prior to accepting an engagement, a conflict check is completed, making sure members of the Amata team are not doing work on both sides of a matter. Once the work has cleared conflict check, it is reviewed by the assigned team member and a cost estimate is discussed with the attorney.
For paralegal work, the work flow for each project is tracked through Amata’s practice management software. Most projects are completed the day they are assigned. In those instances where this is not possible or when a project is estimated to continue for an extended period, Sr. paralegals review the work on a regular basis to make sure progress is being made as expected and all timelines are met. The workflow tracking also keeps multiple team members current on projects so in the untimely absence, scheduled or unscheduled, of a paralegal, another team member is prepared to step in and make sure work is delivered as promised.
Security of client information and documents are top priority at Amata. All Amata team members sign an NDA, assuring that any information they learn of will not be shared with anyone outside of those involved with the case. Documents received are stored in a secure location, separate from Amata’s document storage files, and destroyed or returned upon the completion of an assignment. In large production matters, a secure VPN and FTP site are used to share documents and prepare them as required.
The types of work our paralegals, admin assistants, and VA’s are able to complete is almost inexhaustible. Below we have tried to provide a list of work projects our team members are experienced in. If you do not see what you need in this list, please contact our team members at paralegal@amataoffices.com and we will get back to you immediately with how we can help you or make recommendations on where you can seek the assistance you need.
At Amata, paralegals are billed based on years of experience and expertise in specific subject matters. Our senior paralegals have more than 20 years’ experience and have reached a high level of competence and understanding in several areas of law. In most cases, a senior paralegal will review or oversee the work of paralegals and paralegal assistants on their team. Many of our paralegals join Amata after spending many years accumulating experience at law firms. They enjoy the work and appreciate the opportunity Amata offers for advancement and to work in a variety of legal disciplines and with multiple attorneys.
In some instances, Amata comes across a promising paralegal candidate with 3 or fewer years of paralegal experience and they join the Amata team as paralegal assistants. These are highly competent individuals that are able to work directly with senior members of our team to assist attorneys and gain the experience to advance in their career with Amata. Many of the law firms we support prefer to work with the same paralegal team throughout the year. In cases when the law firm is new or only uses services occasionally, we match up the work with the best suited team member, with an emphasis on getting you the best quality work at the lowest possible cost.
Below is a brief list of the types of work Amata paralegals regularly do for law firms. If you do not see something that you need done, give us a call and let’s discuss how we can assist you.
Amata uses software to assist in generating lists of cases, rules, and statutes referenced in a brief.
Editing appellate briefs and making requested changes per attorney’s requests/notes.
Advanced document productions – Delivering or making available for review, documents in response to a request for production and a subpoena. This may include producing hard copies of documents or locating electronically stored information.
- Document review projects, coding, case management.
- Assisting in the analyzing and sorting of produced documents to determine which items are within the scope of the case (which items are relevant and responsive).
- Collecting email in the proper format.
- Creating bates stamps for documents.
- Utilizing docketing software to track deadlines pertinent to a case.
- Drafting privilege logs.
- E-Discovery consultation (tools for litigation hold/preservation, document review platforms, document production planning, etc.) - Aid in facilitating the manner in which documents will be shared with parties in the discovery process. Includes various document sharing platforms.
- Collection of basic ESI (custodian interviews, emails, text messages, video, documents) - The extraction and organization of electronically stored information into separate files for use of legal team.
- Coordination of expert collection of ESI (forensic, social networking sites, video, audio, email, text messages, etc.) - Communication with third party data forensics providers to collect electronically stored information.
Learn more about how Amata can assist with Depositions & Discovery Here
- Draft simple complaints, motions, answers. - Under supervision of attorney draft complaints, motions, and answers in Microsoft Word.
- Coordinate service of process with Sheriff or private process server - Determining correct individual to be served and scheduling service through third party or mailing service of process via certified mail.
- Draft routine motions, orders, affidavits (i.e. motion for leave to file sealed exhibits, motions for extension of time, motion to appoint special process server, motion for alternative service). - Utilizing Microsoft Word to create motions, order, and affidavits through templates and under supervision of the attorney.
- Appear for clerk’s status call, administrative hearings, enter agreed orders. - Maintaining and tracking status call dates, attending administrative hearings, and preparing necessary documents beforehand.
- Coordinate/schedule court hearings, depositions, mediations, expert witnesses. - Communicating with clerks, opposing counsel, and court reporters in order to coordinate meetings on selected dates.
Learn more about how Amata can assist with Document Preparation Here
- Fact investigation - Assisting with discovery by conducting basic research into details of case provided.
- Interview client(s) - Conducting initial interviews with potential clients and fill out intake forms.
- Organize and maintain case files - Sorting and filing key physical documents and using a case management system to store electronic documents.
- Act as liaison with local counsel - Communicating regularly with counsel and stay informed and updated on case progression.
- Draft discovery requests, responses, and help obtain documents from clients
- Under attorney supervision, preparing discovery requests and responses using Microsoft Word and mailing/emailing.
- Helping clients to gather pertinent documents that they have saved either electronically or physically.
- Prepare document productions - Reviewing and following ESI order regarding production format, ensure documents are unitized, redact confidential, PII, privileged information, Bates number, add Confidential designations, create/maintain document indices, i.e. pleadings index, production log with documents received or produced.
- Prepare documents/exhibits for mediations, arbitrations, depositions, trial, motions for summary judgment - Organize and display evidence/exhibits per attorney request and instruction.
- E-recording (nationwide) all real estate documents - Submitting documents for recording online. and having them reviewed.
- Flat rate assistance with Residential Real Estate Closings - All work is performed under the direction/supervision of an attorney - Maintaining closing checklist and transactional documentation from letter of intent through completion of closing binders and facilitating communication between the lawyers for buyer and seller. Preparing legal description of land and filing of UCC Financing Statements. Drafting attorney approval and closing instructions letters. Filing documents with the Secretary of State, Department of Corporations, Internal Revenue Services and Franchise Tax Board. Recording and/or obtaining Registry of Deeds documentations. Prepare final HUD.
- Due diligence reviews - Checking the valuation and liabilities on a property. Reviewing title policies and searches and work with title companies regarding policy issues. Monitoring financial transactions and foreclosures. Managing estoppel certificates.
- Eviction proceedings – Preparing necessary documents for evictions.
Learn more about how Amata can assist with Depositioins & Discovery Here
The role of administrative assistant in the legal industry has long been an all-encompassing position, from coordinating staff events to bookkeeping duties. Historically, firms would hire for this position and to justify the cost of a full-time employee, they would pile on duties that may have nothing to do with the original job description, or that the person hired is the best qualified to do. Many of the tasks assigned to an administrative assistant can be handled more efficiently and at a lower cost by a virtual assistant.
The ones that cannot be, such as obtaining birth, marriage or death certificates at the Recorder’s Office need to be done in person and by someone familiar with the process. But what happens if your administrator or office manager is working from home at least part of the time? The administrative assistants at Amata are experienced professionals who regularly make runs to the Recorder’s office, Secretary of State, County and Federal buildings to search court dockets, obtain certified copies, record liens, deeds and etc. Below is an inexhaustible list of services we handle on a daily basis.
Learn more about how Amata can support your firm Here
- Service of Process
- Research of local court rules/procedures; pro hac vice admissions, foreign judgments, out of state subpoenas
- Court docket searches and retrieval of documents – state, federal and administrative
- Obtain certified copies
- Obtain state corporate records on companies
- File applications, amendments, annual reports, deeds, obtain Apostille, etc.
- Police reports
- FOIA requests
- Pay fees
- Birth and death certificates
- Delivery courtesy copies
- Record deeds
- Water certificates
- Estimates of Redemption
- Obtain duplicate tax bill
- Pay code violation orders
- Document translation (not certified, not for use in court)
- Interpreter – remote (on demand)
- Interpreter – on-site (call for additional languages)
- Social media posting
- Assist with Google analytics monitoring
- Post articles on blog and website
- Summary reporting for ROI
A virtual assistant can be an invaluable gatekeeper for your law firm, saving you time and reducing the anxiety and stress of running a law practice. Like a good attorney, every virtual assistant has strengths and types of work they really enjoy. A great virtual assistant will be able to sort out problems and pull things together for you to review. They will not be experts at everything, but they will be able to source the best resources for the work you need completed. At Amata, we use a team approach to supporting our clients. You always have the same point of contact, someone you are comfortable working with. When that person is on vacation you have someone available to assist that is familiar with you and your firm. You also benefit from Amata’s vast resources and industry partners.
Learn more about how Amata's Virtual Legal Assistants can assist your Firm here.
The below list is designed to provide you an idea of some of the services Amata’s virtual assistants can assist with.
- Calendar management
- Social media posting
- Return client calls
- Schedule appointments
- Update contact information
- Manage CRM and practice management software
- Make travel arrangements
- Plan events
- Research leads on LinkedIn and Google
- Find contact information
- Design/prepare presentations
- Assemble reports
- Help recruit employees
- Client collections
- Manage family calendar
- Convert files (PDF and JPEG)
- File management
- Proofread and edit letters, blogs, and presentations
WE DO YOUR ERRANDS TO OFFICIAL OFFICES
Need to obtain a death certificate, but you aren’t planning to come to the city today? No Problem.
Amata has team members at the Daley Center, County Clerk’s Office, Recorder’s Office, Secretary of State, Sheriff’s Office and at the Federal Building every day. We can pay for and pick up certificates, search the court docket, deliver courtesy copies, or anything else you need done.
Give us a call and we will take care of it for you!
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