Legal Secretary

  • Answers, screens and places phone calls; directs calls and assists callers as appropriate
  • Arranges and coordinates meetings with clients and others
  • Assists with administrative work and projects
  • Assists with the preparation and court filing of pleadings and other court papers
  • Coordinates attorneys’ travel plans, including working interactively with travel vendor
  • Creates binders and document indices
  • Drafts and formats pleadings, agreements, or other legal documents, as requested
  • Enters contact information and data into InterAction or similar contact management system
  • Generates and maintains regular and follow-up files and confidential data
  • Maintains attorney, client, and case files, records, and contact lists
  • Maintains attorneys’ calendars and schedules
  • Maintains client/case calendar and plans ahead for critical deadlines
  • Opens, reads, and routes mail, email and other deliveries, as directed
  • Organizes attorney office(s) and assigned case/file rooms, as appropriate
  • Prepares attorney time records, expense reports, and check requests
  • Prepares correspondence, documents, reports, and spreadsheets
  • Prepares files and documents for off-site storage, utilizing appropriate indices, labeling, and appropriate database records management processes
  • Provides administrative and secretarial support to attorneys, including secretarial team coverage and backup support
  • Provides backup secretarial support to other attorneys and/or other support departments, as requested, to include all forms of administrative and legal-specific support
  • Provides backup support and assistance to secretarial teammates, based on operational need
  • Provides quality control by proofreading all work for accuracy and completeness
  • Transcribes dictation from audio recording or handwritten notes
  • Uses word processing, spreadsheet, flowchart and/or presentation software to create, edit, revise, format, proofread and/or print a wide range of document types
  • Uses scanning hardware to scan documents to PDF or word processing files
  • Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others
  • Manages Firm resources responsibly
  • Complies with and understands Firm operation, policies and procedures
  • Performs other related duties as assigned

Requirements

  • Working knowledge of and proficiency using MS Word
  • Working knowledge of and proficiency using MS Outlook
  • Knowledge of document management systems such as eDocs or similar systems, along with related legal utilities for redlining and creation of tables and indices
  • Knowledge of Firm operations, policies and procedures
  • Knowledge of legal terminology
  • Understanding of calendaring and scheduling, especially within assigned attorneys’ practice area(s)
  • Proficiency with office equipment, such as personal computers, printers, copiers, scanners, multi-function devices, and multi-line telephones
  • Ability to type accurately at a minimum of 55 words per minute
  • Ability to learn computer software quickly and willingness to self-train
  • Ability to liase and coordinate resources through other departments or third-party vendors
  • Ability to organize and prioritize work and meet deadlines
  • Ability to pay attention to detail and proofread work for errors
  • Ability to sit and stand for long periods of time, use hands repetitively, lift and carry up to 25 pounds
  • Ability to read, listen, interpret and follow written and verbal instructions
  • Ability to work under pressure
  • Ability to work independently and as part of a team
  • Ability to handle multiple projects and shifting priorities
  • Ability to handle sensitive matters and maintain confidentiality
  • Ability to work well in a demanding and fast-paced environment
  • Ability to work well independently as well as effectively within a team
  • Demonstrate effective interpersonal and communication skills, both verbally and in writing
  • Flexibility and willingness to perform a wide range of tasks
  • Flexibility to adjust hours and work the hours necessary to meet operating and business needs

 

Experience/Education

  • High school diploma or equivalent required
  • Minimum of five years experience as a legal secretary to multiple attorneys within a large law firm environment
  • Must have recent work experience in litigation, including calendaring, discovery, trial preparation and e-filing in both federal and state courts

 


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