Legal Secretary

Overall Expectations:

In the performance of their respective tasks and duties all employees are expected to conform to the following:

• Perform high quality work within specified deadlines for attorneys and paralegals.
• Conduct themselves in a friendly and professional manner as it relates to interaction with all employees, clients and vendors.
• Work effectively as a team contributor on all assignments.
• Work independently while providing necessary communication and coordination of work efforts with co-workers.
• Proper use of firm provided technology to ensure consistent high quality work and perpetuate efficiencies. 
• Punctuality and attendance are essential functions of this job.  Tardiness and absenteeism reduce efficiency and create a hardship on other employees.
• Compliance with all firm policies.
• Provide excellent client service.

Essential Functions:

• Regular attendance is an essential function of this position.
• Type legal papers and correspondence of legal nature such as summonses, complaints, motions, subpoenas and memoranda.
• Requires great attention to detail.
• Type daily time entries and check time and research diaries.
• Answer and screen telephone calls and assist callers or route calls to appropriate person.  Place outgoing calls. 
• Coordinate conference calls.
• Coordinate photocopying, scanning, faxing, and messenger pick-ups and deliveries.
• Transcribe dictation via electronic transcribing unit, or written notes.
• Process incoming and outgoing mail. 
• Send overnight packages.
• Maintain attorneys’ files daily.  This includes adherence to the firm’s records retention policy as well as central filing as applicable.
• Maintain calendar/schedule for assigned timekeepers.
• Arrange for meetings and conferences.
• Arrange travel schedules and reservations.
• Greet clients and visitors.  Act as a liaison between attorneys and clients.
• Process conflicts of interest, new business reports and check requests.
• Ensure that legal deadlines are input into the computerized docket system.
• Coordinate various client or Service Team lunches.
• Notify office administrator when available to assist other co-workers.
• Perform other duties as may be assigned by the office administrator, assigned timekeepers and other attorneys.
• Provide back-up coverage as receptionist as requested.
• Provide coverage for conference room set-ups as needed and requested.
• Provide back-up secretarial assistance as needed or requested.

Qualifications:

To perform this job successfully an individual must be able to perform each essential function satisfactorily with or without reasonable accommodations.  The requirements listed below are representative of the knowledge, skill, and/or ability required. 

This position requires a high school diploma or equivalent.  

Special Position Requirements:

• Thorough knowledge of proper grammar, spelling and punctuation.
• Thorough knowledge of office practices, procedures and equipment.
• Knowledge of the methods and techniques used for filing.
• Ability to file legal documents online.
• Knowledge of and familiar with applicable online legal research. 
• Ability to take and transcribe dictation, accurately and with reasonable speed, a variety of correspondence, reports and other materials.
• Ability to perform a variety of secretarial assignments requiring exercise of independent judgment.
• Ability to effectively communicate with clients, attorneys, administrators and co-workers.
• Proficient in Microsoft Word and have the ability to learn and become proficient with other software packages and databases.
• Ability to type a minimum of 50 wpm in MS Word.
• Ability to read, write and speak English.
• Basic math ability.
• Professional appearance and good personal hygiene.
• Strong organizational skills.

•         Ability to handle multiple projects simultaneously.