Litigation Support Specialist

4 weeks ago

Palo Alto, California, United States AGG Legal Staffing Full time
About the Role

We are seeking a highly organized and detail-oriented Litigation Secretary to join our team at AGG Legal Staffing. As a Litigation Secretary, you will play a critical role in supporting our lawyers and other legal personnel with various administrative tasks, ensuring the smooth operation of our office procedures and workflow.

Key Responsibilities
  • Document Preparation: Types, formats, edits, and finalizes documents, including correspondence, memoranda, and standard legal documents for both transactional and litigation clients, in accordance with our document formatting standards using standard computer software specific to the legal industry.
  • Administrative Support: Manages multiple lawyer-assignments and organizes clerical functions and workflow to meet administrative and client needs.
  • Client Onboarding: Manages the onboarding of new clients from the processing of conflicts to the assignment of billing information, working with various Firm departments and resources to complete engagement processes in an expedited and accurate manner.
  • Time Entry Management: Enters, proofreads, and posts lawyers' time entries, ensuring compliance with client billing requirements and timeliness of entries in accordance with Firm policy.
  • Travel Arrangements: Coordinates travel arrangements, including air, hotel, and ground transportation for lawyers and clients, and processes lawyers' travel expenses.
  • Document Review: Proofreads all documents, correspondence, etc., to ensure accuracy of copy, grammar, punctuation, and syntax, and checks to ensure accuracy of jobs sent to duplicating services.
  • Communication: Receives, screens, and responds to telephone calls, conference calls, and messages to lawyers, clients, and staff, working with various audio and video software to calendar and create calls on behalf of assignments.
  • Mail and Distribution: Processes incoming and outgoing mail and distributes upon receipt, as directed from assignments.
  • Calendar Management: Coordinates conferences, meetings, and appointments for lawyers and clients, both in person and via remote options, scheduling conference rooms and food service using specific Firm software and procedures.
  • Client Information: Maintains calendars, contacts, and client information through specific Firm software and procedures.
  • Team Collaboration: Works with other Firm departments and resources to coordinate and complete tasks as necessary for the management of multiple responsibilities and assignments.
  • Client Billing: Coordinates client billing with billing services, as directed from assignments.
  • Work Environment: Maintains a safe and unobstructed work area, including a neat and well-organized desk, and demonstrates safe work practices.
  • Client Files: Maintains accuracy of electronic and hardcopy client files on a daily basis through both the Firm's document management system and various electronic repositories for client materials, in accordance with standards set by Records Management Center.
  • Additional Duties: Performs other work-related duties as assigned or as judgment or necessity dictate.
  • Training and Meetings: Participates in all Firm required training and team meetings as required.
Requirements

We are seeking a candidate with the following qualifications:

  • Education: High school diploma or general education degree (GED)
  • Experience: Three or more years of related work experience and/or training; or equivalent combination of education and experience
  • Skills: Working knowledge of the Microsoft Office Suite, legal terminology, and standard document formatting; types accurately at a minimum of 60 wpm; thorough understanding of civil litigation discovery and docketing processes; experience with State and Federal court filings, including ECF; experience with collaborating with support staff
Preferred Skills and Abilities

The following skills and abilities are highly desirable:

  • Organizational Skills: Strong organizational skills
  • Attention to Detail: Strong attention to detail
  • Judgment: Good judgment
  • Interpersonal Communication: Strong interpersonal communication skills
  • Analytical and Problem-Solving Skills: Strong analytical and problem-solving skills
  • Teamwork: Able to work harmoniously and effectively with others
  • Confidentiality: Able to preserve confidentiality and exercise discretion
  • Pressure Management: Able to work under pressure
  • Project Management: Able to manage multiple projects with competing deadlines and priorities

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