Legal Secretary

Summary

The legal secretary will primarily support the commercial litigation and bankruptcy role enhances attorney efficiency by providing high level administrative assistance facilitating communication and serving as a professional representative of the attorney(s) to clients and external parties. The position is focused within the bankruptcy practice area.

Key responsibilities include coordinating schedules drafting legal documents managing telephone calls and messages and overseeing case related filing projects in collaboration with file clerks when applicable. The ideal candidate demonstrates a team oriented mindset strong organizational skills sound judgment and the ability to follow instructions resolve conflicts and work effectively with a wide range of individuals.

To successfully perform this role the individual must be proactive detail oriented and capable of meeting all essential job functions with a high degree of professionalism. The requirements outlined below represent the necessary knowledge skills and abilities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

This position is located in the Firms Houston Texas office.

Essential Duties & Job Responsibilities

• Work effectively under the supervision of assigned attorney(s) and provide comprehensive support to the litigation and bankruptcy practice groups.
• Serve as a professional point of contact by greeting and assisting guests and clients in person and by phone and directing inquiries appropriately.
• Produce a variety of documents by transcribing formatting editing retrieving copying and transmitting text data and graphics.
• Enhance attorney efficiency by reviewing researching verifying and routing correspondence reports and legal documents; drafting letters and pleadings; gathering and analyzing information; initiating communications; organizing client conferences and attorney meetings; and coordinating couriers court reporters expert witnesses and other special functions. Prepare charts graphs and expense reports as needed.
• Maintain attorney calendars by scheduling conferences depositions teleconferences and travel; tracking court appearances deadlines pleadings and filing requirements; and accurately docketing all court imposed dates.
• Represent the attorney(s) by communicating with clients and third parties obtaining necessary information following up on delegated assignments and exercising sound judgment to determine when to act independently and when to seek attorney input.
• Assist with the submission of billable time and reimbursable expenses; prepare invoices and communicate with clients regarding billing matters.
• Protect confidentiality by safeguarding all client and attorney information.
• Utilize electronic filing and retrieval systems effectively and oversee file clerks as needed.
• Support department and firm objectives by taking ownership of new tasks special projects and process improvements; actively seek opportunities to enhance work product and add value.
• Demonstrate working knowledge of law firm operations including departmental procedures workflows and organizational structure.
• Maintain strong proficiency with electronic filing procedures.
• Communicate professionally and effectively with clients court personnel counsel third parties private investigators medical providers experts and others ensuring regular and appropriate follow up.
• Exhibit consistent follow through the ability to multi task and strong organizational skills to manage competing priorities and meet tight deadlines.
• Demonstrate excellent communication skills active teamwork and a collaborative approach in all interactions.
• Provide exceptional customer service and maintain strong interpersonal skills while working within a team environment.
• Perform special projects and additional duties as assigned.

Qualifications

• High School Diploma required.
• Associates or Bachelors degree or a technical/trade school degree preferred but not required.
• 3 5 years of experience as a legal secretary in a law firm bankruptcy practice including hands-on use of ECF and preparation of motions and orders required.
• 2 3 years of experience as a legal secretary in a law firm litigation practice required.
• Ability to type a minimum of 65 WPM and demonstrated proficiency with Microsoft Office applications including Word Excel Outlook PowerPoint as well as Adobe software.
• Experience working with practice and case management systems (e.g. iManage) and timekeeping/billing systems (e.g. Aderant).
• Excellent English communication skills with the ability to speak write read and interpret information clearly and professionally.
• Commitment to maintaining strict confidentiality.
• Willingness to work additional hours and weekends as needed to meet job demands.
• Dependability and adherence to firm policies procedures and required work hours.
• Strong communication customer service organizational time management and detail orientation skills.
• Ability to sit for extended periods at a computer and to bend stoop and lift up to 25 lbs.
• Proficiency in reading and writing English as required for the role.