Legal Staff Legal Secretary in San Francisco, CA

Law Firm

San Francisco, CA

Legal Staff Legal Secretary in San Francisco, CA

Legal Staff

No

Job Title: Legal Secretary

Job Responsibilities:
The Legal Secretary at the law firm is responsible for providing complex and specialized secretarial and clerical support to assigned attorneys and paralegals. Key responsibilities include:

- Preparing documents to support timekeepers, which may involve transcribing from dictation, drafts, handwritten notes, or oral instruction, redlining, and proofreading the final product.
- Handling all incoming and outgoing telephone calls professionally.
- Maintaining good client relationships for all assigned timekeepers.
- Opening and sorting mail for assigned timekeepers.
- Entering daily time entries for assigned timekeepers in IntApp and maintaining appropriate records.
- Creating and maintaining files, including chronological files and indexes not stored in the Information Governance department, ensuring materials are forwarded as needed.
- Completing all document processing and correspondence assignments accurately and within the stated timeframes of timekeepers.
- Assisting other secretaries and timekeepers as needed.
- Preparing New Business Forms for new and existing clients, conflict sheets, and engagement letters.
- Preparing and submitting expense reports, check requests, travel reimbursements, and health club reimbursements in accordance with accounting guidelines.
- Arranging messenger service, copy center, and facsimile requests as needed.
- Copying documents not appropriate to send to the copy center.
- Using the CRM tool consistently to support business development, including managing contact information for attorney’s contacts and resolving conflicts within the CRM tool.
- Making necessary travel arrangements in adherence to the firm’s Travel Policy.
- Reviewing and handling prebills.
- Maintaining current secretarial backup instructions and client/matter lists.
- Maintaining attorney calendars, including scheduling and coordinating meetings.
- Coordinating internal procedures and compiling backup materials for attorney preparation of audit letter responses.
- Reconciling telephone charge reports for office and cellular phones.
- Performing other duties as assigned or required.

Education and Experience Information:
Skills & Experience Required:
- Proficiency in the Microsoft Office suite, iManage, and other firm applications after orientation at the law firm.
- Availability to work overtime as required.
- Fast and accurate typing skills.

Preferred Experience:
- Previous business/corporate secretarial experience.
- College degree or business college certificate.

Competencies:
- Ability to work independently and as part of a team in a fast-paced environment for multiple supervisors, meet deadlines, and maintain flexibility with work assignments and schedules.
- Ability to organize and prioritize work assignments and delegate tasks to service departments when necessary.
- Demonstrates initiative, diplomacy, and tact.
- Excellent written, communication, and proofreading skills with attention to detail.
- Ability to function in a professional and polite manner when dealing with clients, co-workers, court personnel, and others.
- Reliable, committed, and punctual.

Salary Information:
The law firm offers a competitive compensation and excellent benefits package, committed to fair and equitable employment practices. The expected hourly pay range for this position, with a work schedule of hours per week, is - ($70, - $99, annually). The final offer amount will depend on geographic location, applicable experience, and skillset of the candidate.

The law firm provides a full range of elective benefits, including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults, and other parental support benefits. Benefited employees receive firm-paid life insurance, AD&D, LTD, short-term medical benefits, as well as 20 days of Paid Time Off (PTO) and 10 paid holidays each year. Generous parental leave and fertility benefits are also offered. New employees will attend a detailed benefit orientation to learn more about the benefits and resources available.