Legal Secretary

3 weeks ago

Los Angeles, United States Fisher & Phillips LLP Full time

**Legal Secretary**

At Fisher Phillips, we know exceptional talent is the key to our success, to providing the best service to our internal and external clients. Being a part of the Fisher Phillips team means you will work with cutting edge technology in a professional and fun environment under leadership ready to invest in your professional development. If you have a growth mindset, are eager to challenge yourself, and desire to work with a team of professionals instituting change on an ongoing basis, keep reading.

**THE OPPORTUNITY**

Phillips is an international labor and employment law firm, and we are looking for a Legal Secretary to work in our Los Angeles office. This position has dual performance function, first supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperative with others in a team-oriented environment. This position supports a set of attorneys as a primary assignment and also provides back-up secretarial assistance to others as assigned.

**POSITION RESPONSIBILITIES**
- Provides excellent customer service: answer main phone lines and direct calls; greet clients and vendors
- Ensures that mail is sent out of the office, i.e. regular mail, certified mail, or overnight mail.
- Performs legal research.
- Performs e-filings, prepare pleadings notebooks, update indexes and prepare exhibits.
- Maintain and organize 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 client-specific billing guidelines and restrictions and consistently applies those guidelines to ensure cost-effective 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 firm’s 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.
- Consistently provides friendly and helpful telephone support and/or receptionist relief.
- 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 follows-up 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 non-billable activities.
- Accurately prepares and submits client intake forms.
- Regularly and consistently updates client files, notebooks, and pleading indices.
- Maintains attorney specific case lists, charts, and status of cases and outcomes.
- Understands and accurately manages audit requests.
- Consistently updates all applicable contact records (including attorney’s outlook and firm database).
- 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.
- Enter, review and revise timesheets accurately.
- Proofread all documents independently and effectively to ensure accuracy and completeness.
- Develop, implement, and maintain systems to promote organization and efficiency.
- Understand and comply with office policies concerning file management, case lists, filing and recordkeeping.
- Effectively manage and monitor calendaring of deadlines and key dates.
- Exhibit 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.
- Custom

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