Grand Rapids Legal Secretary

2 weeks ago

Grand Rapids, United States Varnum Full time
Legal Secretary - Corporate

Varnum LLP, a Michigan-based, full-service law firm with over 175 attorneys and seven offices, has a full-time opening for an experienced Legal Secretary in our Grand Rapids office supporting our corporate practice team. We are seeking a candidate who is organized and displays a keen attention to detail, with a superb commitment to client service. This individual should be comfortable working independently, as well as part of a team.

ROLES & RESPONSIBILITIES:
  • Participates on a client-focused team displaying professionalism, excellent communication skills, and exercising personal judgment under the ultimate direction of assigned attorneys/timekeepers
  • Edits, formats and compares lengthy legal documents along with handling closing preparations.
  • Will assist in document management; drafting, proofing and editing correspondence, memos, briefs, forms, engagement letters and document assembly in proper legal form; files legal documents with appropriate attachments, both electronically and via traditional filing methods
  • Transcribes documents from dictation; proofreads and edits all documents to ensure accuracy and professional appearance
  • Answers telephone calls in a courteous and professional manner; forwards messages to the intended parties; answers non-legal questions. Places phone calls as needed or requested
  • Receives, reads and routes incoming postal mail
  • Arranges for the proper delivery of documents/projects via courier runs, hand-deliveries, Federal Express, UPS, Express Mail, etc.; provides complete information to courier for delivery
  • Maintains attorney calendars and deadline reminders, including but not limited to appointments and follow-up dates.
  • Enters and proofreads time in the billing system; to the extent possible, ensures accurate entry of complete information before each monthly deadline on an as needed basis
  • Opens new files, performs conflict of interest checks through conflicts control system, and maintains all electronic and physical client and general files in a neat and orderly condition. Closes inactive files in a timely manner and in accordance with the Record Retention & Destruction Policy and Guideline.
  • Schedules appointments, conference calls, travel coordination; and prepares necessary documents and copies for meetings and closings
  • Requests checks for filing fees, etc. and attorneys' business expense reimbursements
  • Assists with legal assistant work overflow or absence coverage as time permits or needs dictate and as requested by other attorneys, paralegals, or Human Resources representatives
  • Attend staff meetings, training sessions and other required employee meetings
  • Copying, typing, scanning, faxing and any other general office duties as needed
  • Maintains confidentiality in all firm and client matters
  • Assists with other firm work as directed by attorney or paralegal.
QUALIFICATIONS & REQUIREMENTS:

Education:

Completion of high school.

Experience:

Two to three years on the job experience in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.
  • 2+ years' experience as a legal secretary or experience in a law firm
  • Bachelor's degree in legal studies or related field preferred
Required Skills/Abilities:
  • Proficient in MS Office Suite and legal document management software with the ability to transcribe legal documents, correspondence, and reports from rough draft, dictation, or transcription at a level of at least 30 wpm.
  • Excellent proofreading skills
  • Exceptional organizational and multitasking abilities to meet deadlines and manage competing priorities
  • Works independently and completes tasks with minimal supervision
  • Professional demeanor and ability to work well in a team-oriented environment
  • Ability to communicate and follow instructions effectively from a diverse group of attorneys and staff
  • Committed to providing responsive client service
  • Occasional hours outside of normally-scheduled hours
Preferred Skills:
  • Knowledge of iManage or other document management systems

Job ID: 220

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