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Legal Staff Legal Secretary in Seattle, WA

Law Firm Staff Jan 12,2017 Location Seattle WA
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Law Firm

Legal Staff

Litigation - Foreclosure (Lender-side)

Profile

Experience the prestige and challenge of Fortune 500 companies including dot coms, while enjoying the sunny lifestyle of the Southwest at this very busy, larger firm. Well-reputed in intellectual property, civil and securities litigation and corporate transactional practices, it is always striving towards excellence and professionalism in its associates, and actively encourages new associates to delve into responsible roles as soon as possible. Ready to meet the challenge? The associates here are some of the happiest associates in Phoenix and truly seem to enjoy the work that they do. We do not need to tell you that as a very successful Arizona firm the people here do appear to work very hard and we hate to say it but we will: Many are working New York type hours. The firm also has been criticized in many respects for its lack of diversity; however, we do not believe that this is a serious problem because the firm's recent hires have all been very diverse in our opinion. The firm also receives very high scores for the treatment of associates by partners and there does appear to be a very good relationship here between associates and partners with associates feeling they are part of the mix to a great degree and respected by partners. Most associates at this firm would much rather stay with the firm than switch firms. In our book this is a good sign. Legal Secretary Duties: Provide high-level administrative support, with minimal supervision, to designated attorneys, paralegals. Promoting and maintaining the good will and reputation of the firm. In this capacity, expected to maintain the highest level of professional conduct and confidentiality. Proactively maintain an overview of their timekeepers' workload and caseload; anticipate next steps and implement follow-up procedures to ensure each task is appropriately tracked and carried through to completion. Create, edit, revise, redline, and/or proofread documents from dictation, handwritten, typed, and/or electronic copy. Maintain timekeepers' calendars of meetings and business trips, using current software applications, and apprise them of responsibilities in advance of commitment. File paper and electronic documents with appropriate courts and agencies and ensure proper procedures are followed and deadlines are met. Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for timekeepers, clients, and staff as required. Process and route incoming mail, faxes, and electronic communications upon receipt. Prepare outgoing mail (including boxes/packages for shipment) for prompt delivery, arranging for messenger services as needed to meet deadlines. Coordinate with docketing specialist, including review of docketing reports for accuracy of dates, to ensure court or agency documents/actions for legal proceedings meet firm docketing requirements. Coordinate preliminary conflicts checks with Professional Standards to ensure attorney and firm ability to represent requesting party. Prepare new client/matter intake forms and engagement letter. Assist with billing process, including daily time entry, and review and edit prebills, and prepare final with cover letter (if appropriate) in accordance with office procedures. Prepare accounting documents as required, including check requests, expense and travel reimbursement requests, and trust documents. Coordinate conferences, meetings, and appointments for timekeepers and clients, including conference room scheduling, scheduling visitor offices, meals and preparation of materials. Coordinate travel arrangements, securing air, hotel, and car plans for timekeepers. Set up and maintain administrative and client files; file electronic and/or paper documents and information promptly and accurately. Maintain file organization including the copying, scanning, and faxing tasks. In addition, preparing notebooks as required. Including assuming responsibility for miscellaneous tasks and special projects as required. Coordinate absences within workgroups; proactively provide assistance to timekeepers in the absence of the regular Legal Secretary, and, when time permits, to other Legal Secretaries. Keep supervisor informed of activities and of any significant problems and/or all personal schedule changes; provide timely and accurate time cards regarding hours worked and days missed.

Qualifications: High school diploma or equivalent with 10+ years of legal secretarial experience or equivalent are required. Also required is the ability to: use experience and judgment to plan and accomplish assigned tasks and goals; perform legal support assignments that are varied and complex in nature; handle assignments that may be broad, requiring originality, ingenuity, and high degree of technical skills; adapt to procedures, processes, and techniques to accomplish the requirements of the position; serve as a resource to others in the resolution of complex problems and issues; mentor Department Assistants and/or Legal Secretaries; capable of being designated as a team lead; establish credibility and successfully participate in projects involving the participation of other firm members; confident familiarity with current Windows operating environment (Microsoft Outlook, Word, Excel, and PowerPoint) and technology specific.

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