Legal Secretary (Litigation) – 6000

Basic Function

Performs full secretarial and administrative duties for attorneys under minimal supervision.  This position requires the individual to perform with a high degree of independent judgment and discretion.  Requires a thorough knowledge of litigation and organizational procedures.

Essential Duties

Performs secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports. Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy, format, etc. Handles court filings, including e-filing, under supervision of the attorneys. Calendars deadlines associated with federal and state rules of procedure. Maintains physical and electronic files, contacts, and maintains dockets of cases for attorneys. Communicates verbally and in writing with clients and/or opposing counsel as instructed by supervising attorneys. Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work. Coordinates travel arrangements. Coordinates meetings and appointments, and properly receives clients/guests, as requested.  Keeps appointment calendar for attorneys (including hearings, court appearances and other commitments). Answers attorneys’ phones and takes messages. Takes dictation and transcribes.  Composes correspondence for client-related matters. Handles incoming and outgoing mail.

Other Duties

Provides secretarial assistance to summer associates, visiting attorneys and attorneys whose secretaries are absent. Occasionally may coordinate couriers to deliver or collect documents for attorneys at courthouse, Title Company, bank or other entities. Occasionally may accompany attorney to court to assist in handling materials, taking dictation and preparing documents. Performs other related duties as needed or assigned. Reporting Relationship

The legal secretary reports directly to the Office Administrator or appropriate Human Resources representative, and indirectly to assigned attorneys.

Qualifications

Knowledge/Experience

Must have at least three years’ litigation experience.  Mid- to large-sized law firm experience preferred.  Must be familiar with court filing requirements and have experience assisting with state and federal filings including e-filing.  The secretary should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment.  Working knowledge and experience with the Firm’s technology and applications strongly preferred.  Prior experience with handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another client relationship management database, is strongly preferred. Prior experience supporting more than one attorney is required.

Skills

The litigation legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook, PowerPoint and Adobe. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills is required. Must be knowledgeable with legal filing and record-keeping practices, as relevant to the specific practice. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service, ability to be flexible and work effectively as part of a team is required.

Education

The legal secretary should possess a high school diploma or equivalent.  Two years of college or equivalent preferred, but not required.

Physical Demands

Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.  Remains stationary at least 85% of the time.  This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs.  This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions 

Office environment. Overtime may be required.