Legal Secretary

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 deadlinesPrioritizes tasks, pays attention to detail and follows through to ensure deadlines are metHandles confidential information discreetlyMaintains cooperative working relationships within office and practice groups; fosters positive working environmentAscertains and conforms to multiple client procedural preferencesResponds to client, staff, legal professionals and vendor inquiriesOpens, screens and routes mail, and manages faxes and electronic mailDemonstrates a high level of internal and external client service; screens communication and responds promptly in a clear, concise and accurate mannerGreets and assists visiting clients; projects a professional demeanor in all client interactionsDrafts routine correspondence and memoranda; updates recurring reports as assignedProvides coverage when necessary for any and all attorneys as requested; demonstrates willingness to work in a team environmentUnderstands and uses firm resources effectivelyMaintains attorney address book and InterAction entriesMonitors attorney time records to ensure compliance with established deadlinesMaintains filing system including paper, electronic and chronological filesProvides desk instructions for reference when substitute secretaries are utilized Classification

**Administrative ** Maintains case docket/calendaring, as neededDevelops and maintains a system for tracking matters that require future attentionAssists with preparation of RFPsMaintains attorney calendar, advises attorney of appointmentsArranges 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 formsCreates and maintains binders (e.g., working, closing, case, trial, etc.)Makes travel arrangements; maintains attorney travel profilesPrepares attorney expense forms in a timely mannerAssists in preparation of client billsProvide administrative support — Practice Group, Firm or Office committees Technical SkillsInputs, edits, formats and proofreads legal correspondence and/or documentsTranscribes text (e.g., correspondence and miscellaneous legal documents) from handwritten drafts, cassette tapes, voice messages or digital recordingCopies, faxes and scans documents to PDF formatPerforms redlining using Workshare Comparisons and Track ChangesAnalyzes content risk using Workshare ProtectUploads and downloads using Secure File TransferPrepares electronic expense form billing (e.g., ChromeRiver)Develops and maintains eRoomsUtilizes and navigates internet search engines

**EXPERIENCE ** Minimum of five (5) years legal secretarial experience, preferably in law firms or other legal environmentMinimum 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 mínimal supervisionThorough knowledge of general office practices and proceduresAbility to work well under pressure and execute multiple and critical deadlines in a fast paced environmentAbility 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 staffAble to make practical and routine decisions; knows when to seek guidance as necessaryStrong organizational skillsSelf-identify and correct errorsStrong client service orientationStrong interpersonal skillsDemonstrates initiative and resourcefulnessMust 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 demeanorWorks well in a team oriented environment; team playerEnthusiastic, “can-do” attitudeProactive approach towards learning new technical skills or programsFlexibility to work overtimeBasic arithmetic skillsUnderstanding 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 NotesAdvance knowledge of Word (e.g., MacPac, formatting, paragraph numbering, Styles, Paste Special, Hea