Legal Secretary - Transactional

Legal Secretary - Transactional

Under general supervision, the Legal Secretary performs secretarial tasks related to the specific work and function of assigned attorneys and other timekeepers. The Legal Secretary maintains a general knowledge of the Firm's practice areas and a specialized knowledge of the assigned attorneys' practice area(s) and clients. The Legal Secretary ensures client relations and satisfaction are attained in all areas of position.

Essential duties and responsibilities:

• Perform general secretarial duties, including, but not limited to: correspondence, coordinating and scheduling meetings and appointments as requested
• Draft, edit, proofread and finalize practice-specific legal documents and redline comparisons
• Assist with various parts of closings, including, but not limited to: reviews, signature packets, signature pages, finalizing documents, organization, and distribution
• Provide professional client relationship management and high level client service
• Prepare closing binders and indexes upon closing of transactions
• Prepare, file, and/or order corporate documentation
• Prepare and ensure client intake information follows conflict procedures
• Maintain attorney files
• Maintain updated calendar and current client contact lists
• Multi-task, manage and process desk work flow
• Ensure work is complete, accurate and timely
• Prepare expense reports, timesheets and make travel arrangements
• Calendar administrative dates as requested
• Direct attorney billing and collection efforts and handle invoice correspondence as instructed
• Provide knowledge and procedural mentorship for new attorneys
• Utilize required software, including firmwide workflow program, BigHand
• Attend training sessions offered by the Firm as required or requested
• Professionally cross-collaborate on a daily basis with other legal secretaries as well as other departments within the Firm to facilitate highest possible legal support
• Retain a notary commission and perform notarial acts for Firm business, as requested
• Act as a mentor for junior staff and new employees, as requested
• Provide peer support
• Other duties as assigned

Education and/or experience: High school diploma or equivalent; college degree strongly preferred. Minimum 3-5 years of law firm experience strongly preferred.

Qualifications:

• Ability to work through complex document markups and instructions in an accurate and timely manner
• Ability to handle various assignments simultaneously and prioritize tasks in a high-pressure environment while being responsive and meeting deadlines
• Ability to troubleshoot documents quickly
• Excellent interpersonal, verbal, written and grammar communication skills
• Strong commitment to producing quality results and fostering a culture of customer satisfaction
• Minimum typing speed of 70 wpm with high level of accuracy
• Strong proofreading and word processing skills
• Strong technology skills and proven ability to learn new technology and software quickly
• Advanced proficiency in Adobe, MS Word, Excel, DocuSign, Aderant, and time entry software
• Must be proactive team player, flexible, organized and attentive to detail in all levels of work
• Positive, no-task-too-small attitude and willingness to adapt to changing business demands
• Ability to work core business hours with flexibility for overtime, as required
• Ability to interact effectively with clients, attorneys, staff and management

Compensation: Allen Matkins is an Equal Opportunity Employer and offers a competitive compensation & benefits package. The anticipated base salary range for this full-time role is $80,000.00- $110,000.00 per year. Actual salary will depend upon a number of factors, including, but not limited to, relevant experience, job-related skills, qualifications, and location.