Legal Secretary
1 day ago
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.
- bility 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.
- ccurately 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.
- 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).
- ssists assigned attorneys with completing and tracking CLE compliance, presentations and training programs, other business development activities, and organizing all other non-billable activities.
- ccurately 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.
- Understands and accurately manages audit requests.
- Consistently updates all applicable contact records (including attorney's outlook and firm database).
- Timely reviews, follows-up on, and accurately files client-related emails.
- Properly prioritizes work assignments.
- Seeks appropriate assistance (from the office manager or attorneys) when conflicts arise.
- Consistently completes assigned tasks when expected.
- ble 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.
- Minimum of a high school diploma required (College degree is preferred, but not required).
- Must be comfortable to work within Monday to Friday 08:30 AM to 05:00 PM
- 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.
- 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.
- ccurate 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, e-Filing and database software.
- ttendance & 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 everyone's efforts to succeed.
- Technical Skills: Possess basic PC skills; ability to use phone system, copier, scanner, fax, and printer.
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