Legal Secretary

Job tiitle:Legal Secretary

VISA: USC/GC

Type: Full time

POSITION RESPONSIBILITIES

• Performs efilings prepares pleadings notebooks updates indexes and prepares exhibits.
• Maintains and organizes files in an orderly manner.
• Ability to draft standard pleadings correspondence memoranda and other documents.
• Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to client or accounting.
• Possesses knowledge of clientspecific billing guidelines and restrictions and consistently applies those guidelines to ensure costeffective practices.
• Participates in the timely review and submission of prebills and/or client bills.
• Possesses strong clerical skills including typing transcribing word processing mail and contact management spreadsheets presentations and all of the firms systems and databases.
• Accurately files court documents both electronically and in document form and able to determine and follow any local or judge specific requirements related to same.
• Exhibits good judgment and organizational skills to receive record and disseminate all information on behalf of the clients and assigned attorneys (e.g. mail interoffice mail email etc.)
• Consistently provides friendly and helpful telephone support and/or receptionist relief.
• Ensures that mail is sent out of the office i.e. regular mail certified mail or overnight mail.
• Regularly and accurately proofreads all documents to ensure accuracy and completeness prior to distribution or filing.
• Regularly anticipates the needs of assigned attorneys in order to promote timekeeper efficiencies (i.e. drafts correspondence prepares shell pleading and discovery documents in advance).
• Routinely reviews and followsup on client deadlines and calendar appointments.
• Coordinates and makes necessary arrangements for meetings (i.e. depositions mediations interviews and vendor and facility reservations).
• Assists assigned attorneys with completing and tracking CLE compliance presentations and training programs other business development activities and organizing all other nonbillable activities.
• Accurately prepares and submits client intake forms.
• Follows the standard naming and profiling conventions when scanning emailing and saving documents to the document management system.
• Regularly and consistently updates client files notebooks and pleading indices.
• Maintains attorney specific case lists charts and status of cases and outcomes.
• Consistently updates all applicable contact records (including attorneys outlook and firm database).
• Timely reviews followsup on and accurately files clientrelated emails.
• Properly prioritizes work assignments.
• Seeks appropriate assistance (from the office manager or attorneys) when conflicts arise.
• Consistently completes assigned tasks when expected.
• Able to juggle multiple assignments and/or deadlines while maintaining a professional demeanor and timely seeks assistance when needed.
• Willing and capable to offer assistance to others when needed.
• Enters reviews and revises timesheets accurately.
• Proofreads all documents independently and effectively to ensure accuracy and completeness.
• Develops implements and maintains systems to promote organization and efficiency.
• Understands and complies with office policies concerning file management case lists filing and recordkeeping.
• Effectively manages and monitors calendaring of deadlines and key dates.
• Exhibits knowledge of litigation process.

REQUIREMENTS

• Minimum of a high school diploma required (College degree is preferred but not required).
• Minimum of five years of experience as a legal secretary required.
• Lexis Nexis Pacer ECF Desksite or document management system CompuLaw Concur Word Outlook PowerPoint and Excel.
• Attendance & Punctuality: Be consistently at work and on time; arrive at meetings and appointments on time; ensure work responsibilities are covered when absent.
• Communication: Possess excellent verbal and written communication skills.
• Customer Service: Respond promptly to attorney and client requests for service and assistance; meet commitments.
• Dependability: Follow instructions; complete tasks on time; commit to the hours necessary to complete assignments; work independently.
• Professionalism: Approach others in a tactful manner; treat others with respect; react well under pressure.
• Team Work: Contribute to building a positive team spirit; support everyones efforts to succeed.
• Technical Skills: Possess basic PC skills; ability to use phone system copier scanner fax and printer.
• Demonstrated knowledge of legal terminology legal documents and legal processes in the Litigation Department including the ability to mark and generate a table of contents and table of authorities.
• Accurate typing at a net speed of 65 wpm (shorthand/speedwriting a plus).
• Strong computer proficiency in the use of MS Office (Word Excel PowerPoint and Outlook) Document Management System Time Entry eFiling and database software.