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Law Firm
Legal Staff
Corporate - General
Min 3 yrs required
Legal Secretary – Corporate Duties: Using the firm’s word processing and document management software, types, prepares and processes correspondence and memoranda as well as complex legal documents according to the requirements set by each practice, requires knowledge of legal terminology and procedures and advanced formatting skills. Prepares shell/template documents (including pleadings and discovery) for attorneys. Composes and drafts routine cover letters, emails and documents. Proofreads documents and checks for appropriate formatting, spelling and grammar. Prepares revisions and redlines documents as directed. Coordinates lengthy and complex document preparation with the Word Processing staff as needed. Reviews, scans, profiles and distributes incoming mail communications. Prepares and processes outgoing mail, arranges for specialized mail or messenger services as required. Ensures that all attachments, exhibits and enclosures are included. Coordinates activities with the mailroom personnel as needed. Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities. Coordinates specific client dates with the Calendar Department as needed. Responsible for creating and maintaining client files, binders and indexes electronically and in hardcopy according to firm policies and procedures. Performs electronic profiling and hardcopy filing and retrieves files as needed. Works with the Secretarial Assistants and the Records Department to accomplish this task. Marks case or matter related documents as needed with filing instructions to ensure proper filing. Enters or reviews daily timesheets for assigned attorneys in a timely manner. Prepares expense reimbursement and disbursement requests. Coordinates client billing matters with the billing staff in the Accounting Department. Performs text edits, makes adjustments or write-offs of fees and costs, transfers time and costs, confirms rate/discount, and updates address information. Prepares and processes new matter forms and engagement letters. Receives and screens phone calls and takes messages as required. Receives and directs clients and visitors. Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports. Schedules meetings and arranges for conference rooms and meals with catering staff. Maintains and updates contact names and addresses in the firm’s contact database. Communicates effectively with clients and with others in the firm. Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines. Demonstrates effective teamwork and provides assistance to other secretaries as time permits. Provides complete information to Secretarial Center to cover assigned attorneys during the secretary’s planned absence. Works cooperatively with other departments and individuals in the firm.
Qualification and Experience
QUALIFICATIONS: High school diploma or GED required; some college or business school desirable. 3+ years’ experience as a Legal Secretary. Demonstrated knowledge of legal terminology, legal documents, and legal processes in the area(s) in which the Legal Secretary is employed. Strong computer proficiency in the use of the MS Office Suite of software (Word, Outlook, and Excel), pdfs, document management, time entry and other database software. Accurate typing at a net speed of at least 65 words per minute. Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation. Ability to work effectively within a team environment and to work proactively. Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and to meet deadlines. Strong organizational skills, interpersonal skills, and attention to detail.
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