Legal Secretary

Job Description:

Job Description:

• Maintain and foster positive and collaborative working relationship with assigned Practice Group Partners/Associates/Paralegals, Firm clients, Administrative Departments, and external vendors.
• Responsible for producing high quality and error free work product in a timely manner.  
• Develop a comprehensive understanding of efficiencies and teamwork with the local and firmwide secretarial teams.
• Responsible for effectively collaborating within the secretarial team to ensure the assigned attorneys and paralegals are being supported with an eye towards superior client services.
• Shared responsibility for coverage of attorneys and paralegals.
• Possess a solid understanding of the litigation process:
  • Initiating document setup for cases, including Civil Coversheet, Summons and Complaint, along with Corporate Disclosure Statement;
  • Prepare, file and serve Answer to Complaint;
  • Arrange for service via a Process Server.
• Demonstrate proficiency in handling State, Federal, and Appellate ECF sealed and public filings along with a robust understanding of court rules, local rules, and calendaring needs utilized by courts relevant to attorney’s litigation practice.
• Working knowledge of the court’s PacerPro and its workflow procedures/protocols.
• Complete familiarity with trial prep documents such as motions in limine, jury instructions, etc.; thorough understanding of trial logistics; ability to travel as needed for trial/trial preparation.
• Use legal resources effectively, including court websites, Federal Rules of Civil Procedure, California Code of Civil Procedure, California Rules of Courts, Lexis-Nexis, and Westlaw for research, case law retrieval, and forms access.
• Generate and troubleshoot Table of Contents and Table of Authorities using Best Authority while maintaining proficiency with Blue Book and state citation styles.
• Responsible for compiling and coordinating court filings to maintain client's internal file system updated in iManage/Propel.
• Ability to convert documents from PDF to Word/vice versa, insert/remove pages, bookmark, redact documents and enable OCR formatting for searching capabilities.  
• Perform a variety of administrative functions including preparing check requests, invoices and reimbursements.
• Responsible for managing and keeping assigned attorney’s calendar updated with relevant information, i.e., client meetings, court deadlines, etc.
• Schedule messengers, process servers and other vendors for pick-up, delivery or service of documents.
• Knowledge of timekeeping protocols; assist with entering attorney time, as necessary.
• Acquire knowledge and understanding of the Firm’s resources, departmental schedules, and protocols to effectively delegate and ensure completion of assigned tasks.
• Ability to be flexible and available to work overtime as necessary.
• Perform other tasks as assigned.

Additional responsibilities may include:

• Review monthly bills for consistency, accuracy, spelling and substance, learn billing practices over time (usual write-offs, client format preferences, etc.); check bills for consistency against special engagement terms (deferrals, rates, caps, etc.).
• Respond to client requests for month-end estimates.
• Monitor, identify and resolve A/R and collections issues, as necessary.
• Ensure accurate execution of billing and collection instructions and follow-up with billing coordinator.

Job Requirements:

Knowledge, Skills and Abilities:

An ideal candidate should demonstrate the following competencies:  

• Possesses interpersonal skills necessary to support positive working relationships and to effectively communicate, interact, and follow instructions in a demanding environment with/from a diverse group of attorneys, staff, clients and vendors with demonstrated poise, tact and diplomacy.
• Ability to multitask in a highly demanding, deadline-driven environment.
• The ability to prioritize and manage time effectively to ensure assignments are completed in a timely manner while operating in a fast-paced environment.
• Ability and desire to learn and apply new skills and knowledge by attending all ongoing technical training, secretarial and department meetings.
• Exercise discretion and independent judgment in resolving problems, recommend solutions as appropriate and/or work with the service departments to resolve issues.
• Must possess a keen eye for details, by proofing materials; demonstrate accuracy and thoroughness to meet the Firm’s standards.
• Adapt to changes in the work environment, manage competing demands and the ability to pivot quickly to manage unexpected events.
• Ability to work proactively and independently with minimal supervision, but can also work within a team.
• Work requires a high level of cognitive effort while performing a high volume of administrative and clerical tasks and other essential duties.
• Affinity for and knowledge of current technology and ability to comfortably adapt to new technology.
• Ability to identify future challenges and be proactive in offering solutions before they materialize.
• Initiative to identify areas and processes for improvement and takes action to implement change.
• Effective self-management and ability to make sound, independent decisions.
• High level of accountability; consistently meeting agreed-upon commitments.

Proficiency in using MS Office: Excel Word and PowerPoint; Adobe Acrobat; Best Authority; Propel; Discclient; PacerPro; Compulaw; LegalMation; Lexis; Westlaw; iManage, Aderant, Google Scholar; comfortable navigating in Windows platform, and other Firm or Litigation software applications strongly preferred. Bachelor’s degree preferred, or equivalent experience/relevant certifications.