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Organization TypePublic Interest
Years of Experience
Date Last Verified
Legal Secretary III Duties: Independently performs a variety of complex legal, administrative, clerical and secretarial duties, many of which are confidential in nature, with a high degree of skill and accuracy. Independently types, formats, proofreads, and revises legal documents, educational materials, transactional documents, legal memorandum, bylaws, corporate agendas and minutes, contracts, reports, resolutions, spreadsheets, organizational charts and litigation pleadings with little or no supervision. Plans and organizes attorneysâ€™ schedules including meetings, court appearances, travel, and proactively advises assigned attorney(s) of deadlines and commitments. Assesses urgency of matters in attorneysâ€™ absence to determine if referral elsewhere. Knows, understands, incorporates and demonstrates the Trinity Health Mission, Vision and Values in behaviors, practices and decisions. Performs a variety of complex secretarial duties with a high degree of skill and accuracy, many of which are confidential in nature. Types, formats, proofreads and revises legal documents, including exhibits, appendices, spreadsheets, charts, and tables of authorities. Opens, sorts and distributes mail at least daily and calculates and calendars deadlines and response requirements. Meets assigned deadlines. Assists, as requested, in the legal bill process. Inputs, retrieves, updates and deletes information using computerized databases, such as legal time/billing software or matter management systems. Maintains confidentiality and exercises discretion appropriately. Sends documents via facsimile and email in a timely manner, generally no later than within 1 hour of request. Copies documents, papers and records in a timely manner, generally within same day of request. Answers the telephone in a prompt and polite manner utilizing standard telephone etiquette; takes and delivers messages timely and accurately, uses good judgment when responding to calls and maintains high level of professionalism. Greets, identifies purpose of visit and directs visitors to the appropriate party. Independently responds to routine inquiries received by mail or phone. Sets up, organizes, indexes and maintains electronic and paper files and records as directed by assigned attorney(s) and in a timely fashion. Drafts letters and memos in an effective, clear and concise manner. Schedules and confirms court dates, depositions, meetings and conference calls. Independently perform research on the internet as requested by assigned attorney(s). Assures that assigned attorney(s) have required documents and files for meetings. Understands and properly applies attorney-client privilege and work product doctrines. Proficient in legal citation forms and usage. Triage calls in attorneysâ€™ absence, properly assessing urgency and referring caller when appropriate to do so. Makes appointments, travel arrangements for out of town cases, meetings and seminars; timely prepares necessary expense reports. Transcribes from dictation equipment. Maintains a professional appearance and demeanor, including appropriate grooming, hygiene and attire. Accurately and independently types legal documents, such as contracts, agreements, corporate and regulatory documents, litigation pleadings, charts, tables, schedules and forms. In-depth knowledge of legal terminology, and compliance with applicable court and administrative rules, procedures, and filing requirements. Types and edits letters, memos, transactional documents, contracts, corporate and regulatory documents, minutes, opinions, pleadings and other documents. Prepares litigation and agency pleadings for filing. Composes basic or detailed procedures in narrative form using legal and financial terminology in an effective, clear and concise manner. Contacts clients, court personnel, outside attorneys, etc., as needed. Monitors and reports the progress and status of projects and deadlines for assigned attorney(s). Trains new legal secretaries or clerical staff as requested. Willingly assists co-workers Department wide, as requested to ensure all needs have been met. Shares knowledge and skills with others in the office (e.g., shares knowledge or various software commands, office protocols, etc.) and provides backup coverage for co-workers and/or team members as requested, thereby promoting collaboration and teamwork. Offers solutions to problems and improvements to increase Department productivity. Maintains a working knowledge of applicable Federal, State and local laws/regulations; the Trinity Health Integrity and Compliance Program and Code of Conduct; as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behavior.
Qualification and Experience
Qualifications: 5-8 years of legal secretarial experience at progressively greater levels of responsibility. Law firm experience preferred. High school completion required. Familiarity with sources, categories and classifications of complex documents and records for proper disposition and filing. Accurately types 70 wpm. Extensive knowledge of Windows environment, expert knowledge of Word, PowerPoint and Excel. Knowledge of WordPerfect, Lotus, Visio and Access preferred. Expertise in email and internet operations. Proficient at data inputting and computer report retrieval. Expertise in computer-based calendar systems, such as Outlook or Groupwise. Ability to convert documents between word processing systems. Demonstrated ability to spell, proofread, and use of proper grammar, sentence structure and punctuation Expertise in transcription of dictation. Must possess strong interpersonal skills, self-motivation, initiative and desire to learn. Demonstrates willingness to promote team concepts. Excellent organizational skills. Excellent written and verbal communication skills. Excellent ability to concurrently prioritize and direct multiple activities and projects. Ability to interact positively with co-workers, clients, outside counsel, court personnel and government employees. Ability to identify problems and solve promptly within realm of authority. Must be comfortable operating in a collaborative, shared leadership environment.
Job Number: 00063570
Company infoHiring Coordinator