Legal Secretary

Under the direction of the Senior Legal Secretary, coordinate projects/assignments for assigned Partners, Associates and Paralegals. Performing a variety of legal secretarial duties such as preparing legal documents and correspondence, filing documents with all courts (Federal and State; Supreme, District, Appellate and Superior), assisting with trial preparation, coordinating meetings and conferences, assist with travel arrangements and expense reports, maintaining client files, maintaining a calendaring system, and providing secretarial coverage/support for other secretarial desks throughout the Firm. Position requires knowledge of legal, secretarial and general office practices. This is a full time, in office position.Examples of duties and responsibilities:Respond to and make inquiries on a variety of matters such as the status of pending cases, administrative and court rules, and appeal proceduresProduce legal and other work related documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; such as pleadings, briefs, opinions, complaints, administrative decisions, orders, and subpoenas from verbal or written instructions, occasional transcription, shorthand notes, rough drafts, and/or other materials which may be difficult to interpret and/or formatProofread and correct prepared materials for correct grammar, spelling, punctuation, format, syntax, and contentManage calendaring of relevant dates for appearances and deadlines from all sources for assigned Partners, Associates and Paralegals using the Firm’s calendaring programReview legal documents to ensure they are in proper format and contain all necessary portions or related documents & exhibits for court acceptance; file legal documents with proper courts, on time, and serve appropriatelyPrepare and assemble materials, documents, and exhibits for meetings, appearances, hearings, and trialsMaintain office files, logs, indices, legal references and other information in connection with the work under the assigned Partners, Associates and ParalegalsMaintain open communication with Senior Legal Secretary on prioritizing, managing and determining desk coverage for day to day tasks as well as planned/unplanned absencesMaintain compliance with company policies and proceduresMaintain Secretarial Resource Binder with relevant information pertaining to assigned Partners, Associates and Paralegals including case informationTake initiative to ask local Attorneys or Manager for work or projects when work is slowPerform administrative related duties as assigned by Attorneys, Paralegals, Lead and ManagerReceive, direct, and screen telephone calls in a professional manner. Perform as phone support for other offices as needed.Assist with greeting and directing visitors and scheduling/setting up conference roomsAssist with maintaining firm hardcopy and electronic files in accordance with the firm’s established systemMaintain and manage Attorney calendarsAssist Partners and Associates in day-to-day activities and complete special projects as assignedArrange domestic travel as neededConsistently promote and model courteous service in a prompt and efficient mannerMaintain positive relationships with internal and external clients through professional honest interactionEnsure that reception and conference services are provided in a seamless and positive experience for all visitors, clients, attorneys and staffMaintain compliance with all company policies and proceduresAssist with management of office social eventsAssist with entry of billable time entry and expense entryMust communicate in a professional and effective manner with all levels of staff and vendors, clients, members of the public, etc.High School Diploma or GED required; college degree or legal secretarial certification(s) a plus(5-8) years’ experience as a Legal Secretary supporting (3-5) assigned Partners, Associates and ParalegalsAdvanced Microsoft Office Skills (Word/Macros and Outlook)Experience with iManage, Judicial Council Form software, Compulaw, WestLaw-Drafting Assistant and PDF software Experience of Municipal Law is preferredExperience using correct English grammar, spelling, punctuation, and legal terminologyExperience of the organization and composition of correspondence, pleadings, discovery and transactional and related documentsExperience with receiving calls, making appointments, and communicating all relevant information to assigned Partners, Associates, Paralegals and SecretariesExperience with the organization and maintenance of filing systems related to the workExperience with administrative hearings and court rules and procedures for all courtsExperience with legal terminology and syntax, and of the content, organization, and format of legal documents and correspondenceSkilled typing ability and knowledge of personal computers, hardware, software, and related applications and systemsAbility to follow complex instructions and interpret guidelines in order to make decisions and take necessary actionsAbility to maintain composure during stressful situations occurring as a result of workloads and/or deadlinesAbility to use professional diplomacy and discretion in disseminating information to all related parties to a caseAbility to transcribe documents from written, oral or computer generated formatsExperience with Litigation, State, Appellate and Federal Courts desired #J-18808-Ljbffr