Legal Staff Legal Secretary in San Francisco, CA

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Law Firm

San Francisco, CA

Legal Staff Legal Secretary in San Francisco, CA

Legal Staff

5-5 yrs required

No

Job Title: Litigation Practice Assistant (Legal Assistant/Secretary)

Job Responsibilities:
The Litigation Practice Assistant at the law firm is responsible for providing legal and administrative support to attorneys in various practice groups, including Litigation, Labor & Employment, Energy, and Environmental, Land Use, & Resources. The position reports to the California Office Administrator and encompasses a wide range of duties:

- Legal Document Preparation and Filing: The assistant is tasked with preparing template/shell pleadings, contracts, and other legal documents. They coordinate document production, revise, finalize, file, and serve documents with courts and agencies. Additionally, they are responsible for coordinating the preparation of attorney and court working notebooks.

- Word Processing: The assistant handles keyboarding for correspondence and legal documents from various sources, applying track changes, formatting, and styles. They proofread, format, edit, label, and redact documents, transcribe voice mail messages, and use document comparison software to produce redline comparisons.

- Timekeeping and Billing: Responsibilities include entering, proofreading, and closing timekeepers’ time entries in billing software. The assistant reviews, proofs, distributes, and tracks proformas and client invoices, manages complex proformas, incorporates edits, and mails out client invoices as needed. They also research and resolve billing problems and process expense reports and invoice disbursement requests.

- Client Service: The assistant communicates with clients and outside counsel via phone and email, works with clients to obtain signatures on legal documents, coordinates client travel for meetings and hearings, and manages client holiday cards and gifts.

- Teamwork: The role involves working with and providing coverage for the practice assistant team during heavy workloads or absences, delegating and coordinating projects with support departments, assisting coworkers and timekeepers with technology or firm procedure questions, and participating in team meetings.

- File and Document Management: Responsibilities include scanning, copying, faxing, printing, and organizing documents. The assistant requests and reviews conflicts reports, opens new client/matters using the firm’s electronic records system, maintains electronic and physical files, retrieves documents, prepares and maintains notebooks, and transmits electronic documents via secure file sharing websites.

- Other Administrative Support: The assistant maintains timekeepers’ calendars, monitors docketing deadlines, reviews documents and correspondence for important deadlines, maintains contacts and working lists, prepares PowerPoint presentations, distributes mail, schedules meetings, coordinates reservations, handles CLE credit reporting, prepares expense requests, answers phone calls, arranges travel, updates practice group pages on the firm’s intranet, and complies with firm policies, including confidentiality and insider trading issues.

Essential Capabilities:
The role requires confidentiality in handling personally identifiable information, personal health information, and attorney/client privileged information. The assistant must prioritize daily responsibilities and special projects, coordinate resources to meet deadlines, and perform multiple tasks in a high-pressure, fast-paced environment. A calm, courteous, and professional demeanor is essential, along with being a constant learner, flexible, proactive, efficient, and resourceful. Problem-solving, independent work, and teamwork are crucial, as is having prompt, regular, and predictable attendance. Strong organizational, grammar, and proofreading skills, attention to detail, outstanding interpersonal and client service skills, and clear, effective communication are necessary. Proficiency in reading, writing, and verbal communication in English is required.

Technical Knowledge:
- Accurate typing at 50+ wpm
- Proficiency in Adobe and Microsoft Office suite
- Experience in electronic court filing is required
- Federal Energy Regulation Commission filing experience is preferred
- Familiarity with law firm software such as iManage, Adobe Acrobat, Chrome River, Carpe Diem, Paperless Proforma, Intapp, Meeting Room Manager, Box, Workshare Compare, Metadata Assistant, WestlawNext, WestCheck, and InterAction is preferred

Physical/Mental Capabilities:
The assistant must operate a tele,000, with the base compensation varying based on skills and overall experience. The salary range is based on market location. In addition to base compensation, the law firm offers a total rewards program, including an annual discretionary bonus and rich benefits offerings. Benefits include paid family and medical leave, competitive PTO, remote work options, medical, dental, vision, life, long-term disability, AD&D, EAP, FSA, and voluntary life, ADD, and LTC options. The firm also provides a generous health savings account, a pre-tax transportation/parking plan with an employer subsidy, and an annual contribution into the employee’s retirement plan.

Jul 02, 2025
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