POSITION: The Legal Secretary performs a broad range of secretarial, document processing and administrative support to attorneys and clients where superior client service is emphasized and practiced. May assume responsibility for special projects and have some client contact. This position requires knowledge of legal terminology and procedures, and applicable technology. PRIMARY FUNCTIONS AND
RESPONSIBILITIES Secretarial Works efficiently and effectively under pressure to meet multiple and critical deadlines Prioritizes tasks, pays attention to detail and follows through to ensure deadlines are met Handles confidential information discreetly Maintains cooperative working relationships within office and practice groups; fosters positive working environment Ascertains and conforms to multiple client procedural preferences Responds to client, staff, legal professionals and vendor inquiries Opens, screens and routes mail, and manages faxes and electronic mail Demonstrates a high level of internal and external client service; screens communication and responds promptly in a clear, concise and accurate manner Greets and assists visiting clients; projects a professional demeanor in all client interactions Drafts routine correspondence and memoranda; updates recurring reports as assigned Provides coverage when necessary for any and all attorneys as requested; demonstrates willingness to work in a team environment Understands and uses firm resources effectively Maintains attorney address book and InterAction entries Monitors attorney time records to ensure compliance with established deadlines Maintains filing system including paper, electronic and chronological files Provides desk instructions for reference when substitute secretaries are utilized Classification
Administrative Maintains case docket/calendaring, as needed Develops and maintains a system for tracking matters that require future attention Assists with preparation of RFPs Maintains attorney calendar, advises attorney of appointments Arranges audio conference (e.g., conference calls with multiple participants) Reserves conference rooms and arranges setup (e.g., whiteboard, audio/video, meals, etc.) Prepares and processes new business intake forms Creates and maintains binders (e.g., working, closing, case, trial, etc.) Makes travel arrangements; maintains attorney travel profiles Prepares attorney expense forms in a timely manner Assists in preparation of client bills Provide administrative support — Practice Group, Firm or Office committees Technical Skills Inputs, edits, formats and proofreads legal correspondence and/or documents Transcribes text (e.g., correspondence and miscellaneous legal documents) from handwritten drafts, cassette tapes, voice messages or digital recording Copies, faxes and scans documents to PDF format Performs redlining using Workshare Comparisons and Track Changes Analyzes content risk using Workshare Protect Uploads and downloads using Secure File Transfer Prepares electronic expense form billing (e.g., ChromeRiver) Develops and maintains eRooms Utilizes and navigates internet search engines
EXPERIENCE Minimum of five (5) years legal secretarial experience, preferably in law firms or other legal environment Minimum high school graduate. Post high school education preferred.
OTHER QUALIFICATIONS AND REQUIREMENTS To perform the job successfully must demonstrate the following knowledge, skills and abilities: A self-starter; ability to work independently, take initiative and carry out assignments to completion with minimal supervision Thorough knowledge of general office practices and procedures Ability to work well under pressure and execute multiple and critical deadlines in a fastpaced environment Ability to read, comprehend and carry out instructions whether written, oral or diagrammed, involving several variables in routine situations
POSITION DESCRIPTION Strong verbal and written communications skills; ability to write routine business correspondence and speak effectively with clients, vendors and staff Able to make practical and routine decisions; knows when to seek guidance as necessary Strong organizational skills Self-identify and correct errors Strong client service orientation Strong interpersonal skills Demonstrates initiative and resourcefulness Must be able to execute multiple and critical deadlines in a fast-paced environment. Able to work well under pressure and maintain a professional and calm demeanor Works well in a team oriented environment; team player Enthusiastic, “can-do” attitude Proactive approach towards learning new technical skills or programs Flexibility to work overtime Basic arithmetic skills Understanding of specific practice group procedures and software (see Addendum)
COMPUTER SKILLS Proficient in MicroSoft Office; Document Management Systems; Adobe Acrobat; Delta View; Carpe Diem; Interaction; Lotus Notes Advance knowledge of Word (e.g., MacPac, formatting, paragraph numbering, Styles, Paste Special, Header and Footers, Footnotes, Tables, Table of Contents, Track Changes and Mail Merge) Intermediate knowledge of PowerPoint (e.g., creating, editing, customizing and designing within Master and individual slides) Intermediate knowledge of Excel (e.g., formatting, formulas and definition of print areas) Intermediate knowledge of Adobe Acrobat (e.g., editing, scanning, combining documents, highlighting, encrypting, bates labeling and reducing to specific requirements) Proficiency with any practice group specific software.
PHYSICAL DEMANDS While performing the duties of this job, the employee is regularly required to sit and may occasionally be required to move about. The employee is also regularly required to use a computer, involving substantial movements of the wrists, hands and fingers. The employee is also required to regularly communicate with others. The employee may also occasionally be expected to lift and/or move up to 10 pounds with assistance. Specific vision abilities required by this job include: close vision and ability to adjust focus.