Legal Secretary

Job Description:

Duties and Responsibilities

• Advanced skills in MicroSoft Office Suite (particularly, Outlook, Word, Excel)
• Some knowledge of Document Management Systems (i.e., DeskSite)
• Strong organizational skills and attention to detail;
• The use of good judgment and good interpersonal communication skills
• Well developed analytical and problem solving skills
• Strong time management skills
• Requires strong computer and Internet research skills
• Ability to multi-task and prioritize work proficiently and effectively completes same in a timely manner
• Ability to work independently and anticipate needs of assignments
• Maintains composure while meeting multiple deadlines (even with frequent interruptions)
• Conserves assignments’ time by reading, researching & routing email correspondence
• On behalf of assignments, liaise with various support departments of the Firm
• Maintains assignments’ calendars, plans and schedules meetings, conferences, teleconferences, video conferences and travel; apprises assignment of schedule in advance of commitments
• Analyzes, allocates, processes and monitors complex expense reports
• Maintains and updates assignments’ client/matter lists, Outlook contacts and Marketing mailing lists
• Responsible for assignments’ annual mailings
• Researches and routes correspondence
• Produces information by formatting, inputting, editing, retrieving, copying and transmitting documents
• Proofreads and reviews all work produced
• Receives, screens and transfers telephone calls; relays telephone messages according to method preferred by assignments (e.g., written messages, email, or voicemail)
• Responsible for submitting requests for conflicts reports; prepares and monitors creation of new business forms
• Coordinates client billing with billing specialist
• Enters, proofreads and finalizes assignments’ time entries on a daily basis;
• Maintains assigned lawyers’ files pursuant to the Firm’s Policy on Records Management
• Support visiting lawyers/clients when required
• Ability to work well with all levels of internal management and staff as well as outside clients and vendors
• Works harmoniously and effectively with others as part of a team
• A self-starter who desires to show ownership and commitment to the job; accepts responsibility for actions
• Exercises confidentiality and discretion
• Volunteers to assist others and seeks out work during slow periods in work load
• Continues to develop skills and abilities
• Maintains a safe and unobstructed work area, including a neat and well-organized desk; demonstrates safe work practices
• Other duties, as assigned.

Job Requirements:

Education and/or Experience:

Required:

• High school diploma or general education degree (GED).
• 2 -10+ years related experience and/or training.  
• Demonstrated proficiency in the Microsoft suite (Word, Excel, Powerpoint).
• Demonstrated proficiency in basic knowledge of legal terminology, formatting of legal documents and practice group's systems and procedures (e.g., court procedures, closings).

Preferred:

• B.A. or B.S. degree from an accredited college or university.
• Previous experience in a professional services firm (not necessarily all in a law firm).
• Types accurately at 60-70 wpm.
• Proficiency in advanced functions of Microsoft suite (e.g., Adobe).
• Excellent command of Blackline packages such as DeltaView