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Law Firm
Legal Staff
Litigation - General (consumer)
Min 5 yrs required
Litigation Secretary Duties: Under general supervision and according to established policies and procedures, provides litigation practice support to the firm’s attorneys and their clients; maintaining positive contact with attorneys and support staff (both internal and external), clients and vendors. Observes confidentiality of client and firm in all matters. Responsible for the accurate completion of work assigned by multiple timekeepers. Responsibilities include litigation support functions, court filings and legal calendaring; word processing, filing, time entry, answering telephones and faxing; scheduling meetings and conference rooms, making travel arrangements, submitting expense reports, calendar maintenance, and handling daily mail. Also responsible for maintaining various lists including client/matter numbers, name, address lists and marketing mailing list. All legal secretaries are assigned to a secretarial team which requires working as a team, assisting with overflow work, maintaining an excellent rapport with service departments and following procedures and guidelines set by each administrative department. Sends copies of all appropriate dates to firm Central Docketing Department and works with them to ensure that all dates recorded are accurate; inputs relevant entries in attorney’s Outlook calendar. Drafts and types various types of documents, including correspondence, pleadings, proofs of service, memoranda and other such documents specific to the litigation practice area; proofreads documents for errors and corrects errors. Calendars/Schedules appointments such as depositions, production of documents, client meetings, trials, court hearings and appearances. Schedules messengers and other vendors for pick-up of documents for errands such as filings with court, delivery of documents to counsel and other types of errands. Prepares e-filings and court pleadings in federal and local courts. Must know court rules, general orders, judges’s procedures, standing orders and calendaring requirements in all jurisdictions. Reviews, sorts and distributes mail; reviews and calendars due dates from documents, letters and other mail received. Answers telephones and records messages, as necessary. When needed, inputs the attorney’s timesheets into DTE; reviews for accuracy and corrects any errors; and releases time by deadlines. Reviews client billing for accuracy; edits content/grammar using the firm’s billing application. Performs administrative functions such as opening new matters, preparing check requests for vendor statements, expense reports and other administrative tasks. Maintains Outlook Calendars; organizes and schedules small and large meetings in person and/or via conference calls which may include arranging for conference rooms and meals. Makes travel arrangements utilizing the firm travel agency. Works with attorneys to monitor incoming fax and email regarding client matters. Maintains and updates client files and emails following the Firm’s electronic document management system procedures. Maintains accurate and up-to-date databases such as name/address lists, client/matter numbers; marketing databases such as the firm’s global CRM system; and legal document service lists. Follows firm procedures to open new business following established New Business Intake procedures. Participates in office secretarial team leader and back-up system for absence coverage. Performs any other administrative tasks as may be assigned by the attorneys or Business Manager.
Qualification and Experience
Requirements: High School Diploma or equivalent required. College degree or equivalent experience is preferred. 5+ years' experience as a legal litigation secretary in order to be familiar with court rules, procedures, calendaring requirements to allow incumbent to perform litigation and administrative duties in a professional services setting. Ability to read and write English in order to perform routine office correspondence, pleadings and forms; perform non-complex arithmetic calculations at a level normally acquired through high school or the equivalent when verifying calculations on forms and documents and when maintaining records and files. Ability to organize and prioritize workload. Ability to use good judgment in decision making and take initiative in anticipating needs. Above average skills required on typing (75 wpm); dictaphone transcription (75 wpm); spelling; sentence structure; proofreading; punctuation; litigation test. Proficiency and high level of use with: (1) Microsoft Office Word, Excel, PowerPoint, including but not limited to using styles and formatting tools in word, creating black lines, inserting excel charts into word and powerpoints, (2) Adobe Acrobat, including creating, merging, and extracting PDF documents, and (3) document management systems. Must effectively and efficiently multi-task, organize, prioritize and accurately produce work assignments for multiple attorneys simultaneously.
Job ID: 504684
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