The Legal Secretary provides comprehensive administrative support to attorneys, ensuring smooth operation and compliance with legal and client requirements. This role suits a detail-oriented individual who can adapt to various critical areas within a law firm setting.
Responsibilities
Transcribe dictation and format letters, pleadings, and other forms
Prepare rough drafts and proofread legal documents before finalizing them
Properly file legal documents with the courts and copy appropriate parties
Ensure exact compliance with client guidelines relating to document preparation, copying, mailing, and other client requirements
Open new files, perform conflict checks, and, at attorney request, draft acknowledgment or engagement letters to clients
Continuously maintain file content, indexes, and tabulations
Maintain accurate computer records and other sources of client and case information
Close files and prepare them for storage
Prepare files, or assist paralegals in preparing files, for upcoming hearings and depositions
Enter attorney billable time on a regular basis, proofread entries, and balance time records
Maintain attorney calendars by denoting due dates for answers, depositions, pleadings, hearings, trials, and related events
Open, manage, or route attorney mail to appropriate counsel
Review and confirm client bills and other invoices and forward them for payment on a regular and consistent basis in accordance with client guidelines
Copy and mail letters, documents, and packages to various parties via Certified Mail, Registered USPS, FedEx, courier service, or other appropriate delivery methods
Answer and screen calls for attorneys, communicating with professionalism, respectfulness, and tact
Schedule depositions as necessary
Perform receptionist duties as needed
Participate as a member of one or more strategic planning committees
Mentor and train new employees in the position
Remain flexible and open to requests for support or assistance outside the scope of this job description and perform other duties as directed by the Management team
Requirements
High school diploma or general education degree, or an equivalent level of spelling, diction, and grammatical ability normally acquired through successful completion of that education
Knowledge of various court rules and filing requirements
Knowledge of the format of various legal documents including, but not limited to, Requests for Reproduction of Documents, Responses to Interrogatories, Notice of Representation, Rule 200, Certificates of Service, Motions, and other pleadings
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Broad knowledge of legal, medical, and other terminology as it relates to the applicable practice area or areas
Demonstrated organizational, prioritization, proofreading, and attention to detail skills to allow for timely, effective, and accurate performance of job duties with little or no outside assistance
Ability to demonstrate impeccable integrity in confidential matters
Interpersonal skills necessary to communicate with a diverse group of attorneys, staff, and clients and to provide or obtain information with ordinary courtesy, diplomacy, and tact
Accurate typing ability of 70 words per minute
Comprehensive computer and office equipment experience
Work requires sitting, bending, stooping, computer keyboarding, continuous use of hands, telephone contact, and reading
Work may require lifting 25 to 50 pounds or more
Work may require traveling to offsite locations for collection of materials or filing of documents; therefore, work may require driving
Important Details
Schedule: Work occasionally requires more than 40 hours per week
Travel: May include offsite travel for collection of materials or filing of documents
About the Company
This employer operates within a large law firm environment.
