Legal Secretary

Job Description

Job Description

Description:

A legal secretary is responsible for clerical and secretarial support mainly to your assigned Partner, as well as to their associate(s), and finally to other attorneys in the office whenever possible and as needed. Additionally secretaries are expected to support their team and the Firm by working professionally on behalf of our clients and promptly responding to their needs in conjunction with our core values to help them manage each claim to the best result achievable. This process includes but is not limited to tasks such as:

• Dictation – Timely completion of dictation assigned 
• Scanning – Medical records, Industrial Accident Board documents, Correspondence, Releases of information, factual information, attorney notes
• Filing – Medical records, IAB documents , Releases of information, factual information 
• Incoming Mail– Retrieval, date stamping and case number labeling, scanning to appropriate e-files and finally, delivery to recipient
• Outgoing Mail – Saving PDF’d version (with enclosures) of correspondence to e-files to indicate correspondence was sent, sending correspondence via email, fax, regular mail and/or certified mail via recipient’s preferred way of receipt 
• E-filing – PDFing emails, Scanning Medical records, IAB documents, Factual information and Release forms to appropriate e-files
• Scanning Fax confirmation sheets into PDF’d version of correspondence for proof of delivery
• Agreements and Final Receipts
• Being a second set of eyes for attorneys to ensure all enclosures are attached to correspondence and that documents are executed (when appropriate) 
• Filing/Scanning of fax confirmation sheets are up to date by close of business day to ensure files are properly documented
• Front desk phone coverage
• Entering billable time for the Attorneys
• Outlook calendar management
• Productivity in volume or work and/or billable time whichever is applicable
• Working well individually and/or as a team
• Voluminous paper handling
• Critical thinking
• Problem solving and analytical skills
• Organizational skills
• Ability work efficiently
• Maturity / professionalism
• Intergradation with Core Values / great work ethic 
• Compliance with all requirements outline in the Employee Handbook

All directors and employees of Heckler & Frabizzio are required to engage in any legal and moral activities necessary to further the Firm’s Mission Statement as well as provide preeminent service with zeal to our clients while engaging in only highly professional, ethical and competent interactions with everyone involved in written or verbal interactions on behalf of the Firm, both internally and externally. Stating or thinking “that is not my job” is not part of the Firm’s mindset or toolbox.

Core Values

All directors of the Firm are required to comply and strive to exhibit our core values: C.A.S.E.Z.I.P.P.

• Cooperation – An oneness of vision, purpose and activity in achieving business success.  
• Accountability – Embracing the duty and willingness to accept responsibility; to be answerable for ones actions.  
• Service Excellence- Highest quality of work in service to our clients to ensure their satisfaction; exceeding clients expectations
• Zeal- Fervor for a client, cause or matter; enthusiastic desire to diligently engage in the work of our profession; positivity.   
• Integrity- Ethics, loyalty, character, fairness, honor, reliability, and transparency.  
• Professionalism- Standing, practice or methods of a mature, skilled business professional; taking the high road.  
• Preeminence - Outstanding results; maintaining focus on achieving notable outcomes; leadership in areas that affect the legal community; competitiveness.

Qualifications

• 65+ word typing speed
• 1-3 years’ experience in a clerical position, preferred not required 
• Bachelor’s degree, preferred but not required

Physical / Mental Requirements

Legal secretaries must be able to alternatively, sit for long extended periods of time but also stand and walk (remain on feet) for extended periods of time. Position also requires extended periods of repetitive bending, twisting, stooping, and squatting with the ability to lift and carry frequently up to 30 lbs. The ability to work overhead and below waist level is also required. Legal secretaries must be able to spend extended periods of time working with computers, focused on monitors, doing repetitive typing and keyboarding. Legal secretaries must be able to drive/operate a motor vehicle and have reliable transportation. Attendance within keeping with the attendance policy is an essential element of the job.

As the Firm works in a fast-pace, adversarial process, Firm employees must have a tried and proven psychological/ mental capacity to also work in an often stressful, fast-pace, litigation environment.