Legal Secretary

Found in: Appcast Linkedin GBL C2 - 3 weeks ago

Newport Beach, United States APR Consulting Full time

A Law firm is looking for a Legal Secretary .

Location: Newport Beach, CA

Position: Legal Secretary

Pay Rate: $30-44/hr (Direct Hire)

Our client is an established mid-sized law firm with 5 offices throughout California and Nevada. Our firm provides a full range of transaction and litigation services. We represent a broad spectrum of clients, from major multinational corporations and financial institutions to family-owned small businesses and private individuals.


About the Role:

• The Legal Secretary is a critical member of the team who supports attorneys in their practice by assisting in the preparation service and filing of legal documents, maintaining files and calendar, and performing general administrative/clerical duties.

· The ideal candidate is organized, accountable, independent, and reliable with a professional demeanor and communicates and interacts well with attorneys, management, and the rest of the legal support team. He/she must have excellent problem-solving, written and verbal communication, and multi-tasking skills.


Job Responsibilities:

• Prepares documents from written and oral dictation; composes drafts, and revises documents, forms, and other items as required.

• Schedules couriers, notarial services, court reporters, and other special functions as needed.

• Transmits documents to clients, courts, and other agencies via appropriate method of service.

• Opens, reviews, and directs incoming mail.

• Composes, types, and distributes correspondence, including e-mail and faxes, using individual

initiative and as assigned.

• Organizes and maintains electronic file system; processes all documents for appropriate filing.

• Answers and screens telephone calls, assisting callers whenever possible without giving legal

advice; arranges conference calls.

• Coordinates attorney appointments and due date calendars, ensuring that all dates are communicated with the appropriate party.

• Prepares jury instructions and trial binders; coordinates trial exhibits.

• Arranges and coordinates travel and prepares expense reports.

• Processes client disbursements, expense reports, and timesheets.

• Ensures that billable hours are input into computer system correctly and in a timely manner

depending on individual attorney needs/assignment.

• Conducts research as requested utilizing appropriate reference sources.

• Assists in development and implementation of office systems and procedures as needed.

• Assists with special projects as assigned.

• Performs general clerical duties including but not limited to filing, photocopying, faxing, and

mailing as needed.

• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.

• Performs other related duties as assigned by management.

About You:

• Dedicated, detail-oriented, and customer-service savvy interactions.

• Ability to interact effectively with a wide range of staff throughout the company.

• Aptitude in identifying and resolving issues in file resolution and litigation timeliness.

• Drafting and analytical skills to update and develop new operational procedures.

• Strong familiarity with civil procedure, including understanding motion content and court filings.

• Skill working with and driving attorneys.


Job Qualifications:

• Associate's degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience.

• Excellent verbal and written communication skills.

• Excellent grammatical and spelling skills.

• Proficient on Outlook and Microsoft products.

• Knowledge of court procedures and rules.

• Commitment to excellence and high standards.

• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.

• Strong interpersonal skills.

• Ability to understand and follow written and verbal instructions

• Ability to deal effectively with a diversity of individuals at all organizational levels.

• Good judgement with the ability to make timely and sound decisions

• Creative, flexible, and innovative team player

• Ability to work independently and as a member of various teams and committees.

• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.

• Acute attention to detail.

• Demonstrated ability to plan and organize projects.

• Ability to perform diversified clerical functions and basic accounting procedures.

• Ability to effectively communicate with people at all levels and from various backgrounds.


Competencies:

• Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

• Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

• Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for

additional resources; Sets goals and objectives; Organizes or schedules other people and their

tasks; Develops realistic action plans.

• Professionalism--Approaches others in a tactful manner; Reacts well under pressure; Treats

others with respect and consideration regardless of their status or position; Accepts

responsibility for own actions; Follows through on commitments.

• Attendance/Punctuality--Is consistently at work and on time; Ensures work responsibilities

are covered when absent; Arrives at meetings and appointments on time.

• Dependability--Follows instructions, responds to management direction; Takes responsibility

for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.


Physical Demands and Work Environment:

• Frequently required to sit

• Occasionally required to stand and walk

• Frequently required to utilize hand and finger dexterity

• Occasionally required to climb, balance, bend, stoop, kneel or crawl

• Frequently required to talk or hear

• Frequently required to utilize visual acuity to operate equipment, read technical information, and/or use a keyboard

• Occasionally required to lift/push/carry items less than 25 pounds


The Firm culture is about teamwork, support, good communication, a work/life balance, and professional development opportunities. They offer a competitive salary and a comprehensive benefits package, including:

· Medical, Dental, Vision insurance

· 401(k) + Employer Match

· Supplemental Insurance Options (LTD, Life, STD, Critical Illness, etc.)

· Professional Development Opportunities

· Paid vacation

· Paid sick days

· Paid holidays

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