Legal Assistant/Document Specialist

Legal Assistant/Document Specialist

Employment Opportunity

Document Services Center - Rochester NY

Harter Secrest & Emery is a full-service law firm founded in 1894, with offices in Rochester, Buffalo, Albany, Corning, and New York City. With over 125 lawyers, we offer the depth and breadth of legal talent and experience necessary to achieve exceptional results for our local, regional, and national clients.


We are seeking an experienced legal assistant for the firm's Document Services Center. This position requires working as part of a team to provide quality service to partners and employees by creating, converting, and editing legal documents. The qualified candidate will provide floater coverage for legal assistants, as needed during absences.

Job Responsibilities:

• Creation, modification, conversion and proofreading of various documents using Microsoft Office applications
• Provide administrative floater coverage supporting various practice groups
• Maintains knowledge of firm administrative tasks such as time entry, Outlook calendar system, Zoom technology, preparing general correspondence, expense reporting, billing system, etc.

Education and Experience Requirements:

• Two to three years' administrative experience required, prior legal practice experience preferred
• Proven proficiency in Microsoft Office: Word, Outlook, Excel, and PowerPoint required; knowledge of Kofax PDF applications helpful; proven ability and curiosity to learn and adapt to different software systems desirable
• Ability to create, convert, compare, revise, and format documents utilizing Word styles
• Ability to generate, format and update Tables of Contents using Word styles
• Ability to utilize firm software to create, review and build Tables of Authority in legal briefs
• Ability to create electronic binders such as closing binders using bookmarking
• Ability to transcribe audio and/or dictated material using Philips SpeechLive
• Ability to accurately proofread and check typed material for grammatical, typographical, spelling, word usage and format errors with meticulous attention to detail
• Ability to utilize CANVA to create graphics for special events
• Strong administrative skills (e.g., maintaining Outlook contacts and performing calendar maintenance and sending calendar invitations for video conferences; entering timesheets; submitting expenses; preparing correspondence; preparing and transmitting client invoices; making travel arrangements)
• Strong knowledge of office equipment (e.g., copier/scanner); telephone skills and willingness to effectively communicate with clients
• Knowledge of general legal terminology, document formats, and legal office procedures
• Strong writing skills, including proper spelling and grammar; accuracy; attention to detail
• Good organizational skills: ability to respond to multiple priorities and deadlines
• Ability to work effectively with a variety of clients and staff, and be flexible while working in changing assignments
• Demonstrate flexibility to work after hours/overtime when necessary

Recruiting Information:

• FLSA Classification: Non-exempt
• Hours: 37.5 hours per week
  • Preferred schedule: 8:30 a.m. - 5:00 p.m.
• Expected Pay Range: $25 - $30 per hour
• Excellent benefits package including:
  • Health insurance with generous employer contribution
  • 401(k) matching and profit-sharing contribution upon completion of eligibility requirements
  • Paid Time off (vacation and paid sick leave)
  • Dental insurance
  • Vision insurance
  • HSA and FSA
  • Free access to onsite fitness facility

This description is intended to describe the general content of and requirements for performance in this position. It is not to be interpreted as an exhaustive description of essential functions, responsibilities, and requirements.

HARTER SECREST & EMERY LLP IS COMMITTED TO THE POLICY OF EQUAL EMPLOYMENT OPPORTUNITY. THIS POLICY EXPRESSLY PROHIBITS DISCRIMINATION ON THE BASIS OF SEX, RACE, COLOR, RELIGION, CREED, NATIONAL ORIGIN, AGE, MARITAL STATUS, FAMILY STATUS, SEXUAL ORIENTATION, DISABILITY, GENETIC PREDISPOSITION OR CARRIER STATUS, DOMESTIC VIOLENCE VICTIM STATUS, CRIMINAL CONVICTION, VETERAN STATUS OR STATUS AS A MEMBER OF ANY OTHER PROTECTED GROUP OR ACTIVITY.