Legal Staff Legal Secretary in Costa Mesa, CA

Law Firm

Costa Mesa, CA

Legal Staff Legal Secretary in Costa Mesa, CA

Legal Staff

Min 4 yrs required

No

Job Title: Legal Practice Assistant

Job Responsibilities:
The Legal Practice Assistant at the law firm in Orange County, California, is responsible for supporting the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys. The role involves performing complex and specialized secretarial and clerical tasks and working collaboratively in a team-oriented environment. Key responsibilities include:

- Preparing Documents: Utilize word processing and document management software to prepare and process correspondence, memoranda, and complex legal documents according to the requirements of each practice group. Independently compose and draft routine cover letters and documents, proofread for formatting, spelling, and grammar, and prepare revisions and redlines as directed. Prepare documents for e-filing as required.
- Processing Mail: Review and route incoming mail and fax communications. Prepare and process outgoing mail and faxes, arranging for specialized mail or messenger services as required, ensuring that all attachments, exhibits, and enclosures are included.
- Maintaining Calendar: Maintain and update calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
- Maintaining Files: Maintain paper and electronic files in compliance with internal policies, perform routine filing, and retrieve files as needed. Maintain chronological files and administrative files for assigned attorneys.
- Timekeeping: Prepare time entries for assigned attorneys and submit them promptly. Prepare expense reimbursement and disbursement requests, billing letters, and coordinate client billing matters with the Billing Department.
- General Administrative Support: Prepare and process new matter documents, receive and screen phone calls, direct clients and visitors, coordinate travel arrangements, and prepare itineraries and travel expense reports. Schedule meetings, arrange for conference rooms and meals, communicate effectively and professionally with clients and others in the firm, anticipate the business needs of assigned attorneys, plan ahead, and meet deadlines.
- Additional Administrative Assistance: May assist with mentoring new office staff and piloting new software.

Education and Experience Information:
- A minimum of .
- Knowledge of legal terminology, legal documents, and legal processes.
- Accurate typing skills of at least 70 words per minute.
- Strong computer proficiency in MS Office, document management, time entry, e-filing, and database software.
- Excellent communication skills, both written and verbal.
- Understanding of correct grammar, spelling, and punctuation.
- Strong proofreading skills.
- Superior organizational skills, including filing, calendaring, and proofreading.
- Time management skills and the ability to work independently as well as with a team.
- Regular predictable attendance.

Salary Information:
In accordance with California’s amended labor code as stated in Senate Bill 1162, the expected salary range for this California position is between $50,720 - $110,400. Actual pay will be adjusted based on experience, geographic location, and other job-related factors as permitted by law.

Benefits:
The law firm offers a robust suite of benefits for staff, including:
- Paid Time Off
- Paid Sick Leave
- A 401(k) matching program
- Profit Sharing
- Paid Holidays
- Paid Parental Leave
- Affordable Health and Life Insurance, including Dental & Vision coverage
- Health Savings Account / Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses
- Tuition Reimbursement
- An Employee Assistance Program

Note: The company is not working with outside recruiters for this position.