Legal Secretary

Under general supervision and according to established policies and procedures, performs a variety of secretarial duties to accommodate and facilitate the assigned attorneys. Maintains positive contact with clients, attorneys and staff and observes confidentiality in all client and firm matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES

"Essential functions" are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer. Operates a computer with various software packages and hardware (printer); transcribes dictation from tapes and composes such items where necessary. Types correspondence, memoranda and other legal documents; drafts standard correspondence, memoranda and performs litigation support activities. Screens telephone calls and records messages. Reads, sorts and delivers incoming mail, electronic documents and faxes after making sure that the items had been docketed, if necessary. Ensures that outgoing mail is processed in a timely manner. If necessary, routes mail to Office Services for specific delivery service and follows up on timely delivery. Establishes and maintains calendar and deadline reminder systems; utilizes master calendar system. Responsible for calendaring depositions, hearings and conferences with co-counsel regarding case management and making necessary arrangements if not handled by legal assistant. Prepares Notices of Deposition and schedules said depositions while ensuring that items are calendared and all parties are informed. Prepares Cross Notices to affected counsel as per firm procedure. Maintains updated Service Lists for all cases. Maintains all client and general files through oversight of assigned file clerk. Conducts quarterly review for possible D.O.ing of closed files and prepares same for archiving through use of established firm procedure. Receives clients and visitors and maintains good public relations with clients; observes confidentiality of attorney‑client relationship. Makes appointments and travel arrangements for attorney(s). Prepares and submits attorney expense statements. Receives and makes preliminary corrections to pre-bills for final approval of attorney. Processes invoices and submit to accounting for payment. Works closely with administrative support staff (office services, receptionists, etc.); enters attorney time on a daily basis for submission. Maintains up-to-date Master Matter Maintenance sheets for use in coding time. Prepares cover sheets for all files. Performs overload typing, filing, photocopying, or reception relief as time permits and as requested by other attorneys or the office manager. Acts as a team player with other secretaries to accomplish daily tasks.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

Ability to read and write in order to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters. Perform non‑complex arithmetic calculations on forms and documents; maintain records and filing systems at a level normally acquired through completion of high school or equivalent. Approximately 8-10 years of on-the-job experience necessary in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision. Ability to transcribe legal documents, correspondence and reports from rough draft, dictation or transcription at a level of 70 wpm. Ability to operate all office equipment, which includes fax machines, copying equipment, phone system, and currently utilized software packages. Ability to organize and prioritize numerous tasks and complete them under time constraints. Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff and provide information with ordinary courtesy and tact both in person and over the phone. Work occasionally requires a high level of mental effort and strain while producing a high volume of information performing other essential duties. Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours.

WORKING CONDITIONS

Normal law office environment (non-smoking) with little exposure to excessive noise, dust, temperature and the like. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements. Job Type: Full-time Benefits 401(k) Health insurance Life insurance Paid time off Vision insurance Schedule: 8 hour shift Monday to Friday Benefit Conditions:Waiting period may apply #J-18808-Ljbffr Mehaffy Weber, PC