Legal Secretary/Assistant

Job Description

Legal Secretary/Assistant

Job Type: Full-Time

Schedule: Monday to Friday (8:30am – 5:00pm)

Compensation: Hourly rate is $18.00-$22.00 depending on experience

Work Location: One location (900 South Avenue, Staten Island, NY 10314)

About the Firm

For more than 30 years, Muchnik Elder Law P.C., together with its predecessor firms, has specialized in Elder Law, Estate Planning, Medicaid Planning, Probate, Guardianship, and Trust & Estate Administration. We proudly serve families throughout New York and New Jersey with compassionate, personalized, and highly skilled legal representation.

Our firm is dedicated to helping clients protect their assets, plan for long-term care, provide for future family generations, and navigate complex legal matters with dignity and clarity. We value professionalism, client- centered service, and a collaborative team environment.

What We Are Looking For

We are seeking a full-time legal secretary/assistant, 5 days per week (8:30am-5:00pm). Applicants for this position are required to have a minimum of two (2) years of experience working at a law firm. Hourly rate is $18.00-$22.00 depending on experience. The candidate for this position will be successful if they are able to execute a variety of secretarial duties of a confidential nature. These tasks will include working with attorneys, other members of the firm, the court and various state agencies when necessary. The candidate will be able to complete a series of administrative functions while enhancing office effectiveness. This position is in our Staten Island, NY Office with convenient, free parking. Candidates must reliably meet the on-site work schedule.

Responsibilities

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• Provide comprehensive administrative and clerical support to attorneys and assist other legal staff with daily clerical duties.
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• Type, word process, transcribe, edit, copy, and file basic legal documents and correspondence.
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• Schedule and make all necessary arrangements for meetings, calls, conferences, and client consultations.
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• Meet with clients to collect required information and assist with follow-up communications
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• Prepare and maintain attorney and firm-wide calendar systems, including organizing and coordinating attorneys’ and paralegals’ calendars and workflows.
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• Collect and organize data for estate planning matters, including current estate plans and asset information.
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• Organize and maintain client documents—such as bank and financial statements, and birth, death, and marriage certificates—in both paper and electronic filing systems.
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• Create, maintain, and standardize case files; open new matters; retire and close files in accordance with firm procedures.
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• Initiate and respond to telephone calls, handle incoming and outgoing mail, and draft responses to correspondence.
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• Mail retainer agreements and manage related follow-up with clients.
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• Review and input billable time entries and client-related expenses with attention to accuracy and detail.
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• Check for client conflicts and ensure proper file and matter setup in firm systems.
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• Organize and maintain electronic and paper filing systems to ensure easy retrieval and confidentiality of records.
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• Perform other duties and special projects as assigned to support the efficient operation of the legal practice.
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Qualifications

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• Familiarity with legal terminology and documentation
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• A professional and courteous manner
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• Ability to type quickly and accurately
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• Satisfactory knowledge of day-to-day operations of a legal office
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• Legal assistant/secretarial experience (2-5 years)
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• Computer Literacy in Microsoft Office suite (Outlook, Word, etc.) and Word Perfect
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• Able to reliably meet the on-site work schedule.
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Compensation Package Includes

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• Hourly rate is $18.00-$22.00, based on experience
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• Retirement plan with employer contribution
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• Tax-free reimbursement for employee individual health insurance premiums (e.g., nystateofhealthmarketplace plans)
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• Generous Paid Time Off
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• Convenient free parking, and reimbursement of business mileage and expense related to client matters
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• Supportive, collegial team environment with opportunity for growth and advancement
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