Senior Legal Secretary, Litigation

About the position

Responsibilities

• Drafts complex correspondence and documents (e.g., court forms, pleadings, e-mails responding to client inquiries) and anticipate attorneys' need for same.
• Demonstrates expertise in Litigation-specific topics, procedures, and software.
• Accurately transcribes from tapes, handwritten materials and/or dictation.
• May assist with ensuring attorney e-mails and documents are properly filed in iManage.
• Prints and organizes a variety of documents received in a range of formats.
• Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records, and files, both within and outside of the Firm.
• Following the Firm’s established document processing methods and procedures, creates, edits, and proofreads work product to ensure accuracy and completeness.
• Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner.
• Schedules and maintains timekeepers’ calendars, where appropriate. Maintains lawyer-client contact information and other pertinent information in the Firm’s client contact database program.
• Inputs, reviews, edits, and closes time entries through the Firm’s web-based time entry program using Firm standards.
• Handles monthly client billing (paper and e-billing). Reviews billing pre-bills for accuracy and completeness. Performs client, matter and timekeeper inquiries, and narrative edits.
• Prepares attorneys’ expense reports in a timely manner. Arranges for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Coordinates travel arrangements through in-house Travel Department.
• Generates client conflict checks, opens new matters, and drafts and maintains client engagement letters.
• Coordinates file retention and retrieval with Records Department for file retrieval. Sets up and maintains timekeeper’s work files, including daily and regular filing. Indexes and prepares files for off-site storage.
• Answers telephones and accurately takes and relays messages, as requested.
• Arranges for video conferencing and sets up conference calls.
• Volunteers for overflow work and ad-hoc projects as assigned.
• Actively seeks to maximize productivity and promote teamwork.
• Puts clients first.
• Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner.
• Responds to customer/client requests, identifies issues/problems in a timely manner, and seeks feedback/follow-up as appropriate.
• Builds effective working relationships with clients and colleagues.
• Takes initiative beyond routine responsibility.
• Seeks out and accepts new responsibilities.
• Seeks development opportunities to enhance skills.
• Participates in firm training opportunities; participates in training of other employees and staff members in order to promote cross-training of all employees, assists colleagues in learning new skills/tasks in order to integrate them into the team.
• Consistently delivers high level client service.
• Owns mistakes and takes corrective action.
• Meets work deadlines as assigned.
• Meets firm standards for attendance and punctuality.
• Meets deadlines for all required firm processes.
• Works well independently.
• Demonstrates dedication to producing quality work product.
• Detailed oriented when completing work assignments.
• Organizes and prioritizes workload appropriately.
• Utilizes resources appropriately to complete work in the most efficient manner.
• Cooperates and demonstrates flexibility when facing change.
• Demonstrates knowledge of the culture, practices, business, and structure of the firm.
• Demonstrates knowledge and adherence to basic firm policies, procedures and processes.
• Interacts effectively and courteously, in person, by telephone, and in writing with clients, attorneys, supervisors, co-workers, and other business professionals.
• Proactively communicates the status of work.
• Asks for help. Understands the need to ask questions and seek guidance.
• Expresses thoughts clearly, accurately, and concisely, both verbally and in writing.
• Builds effective relationships with coworkers.
• Participates and contributes fully as a team member.
• Utilizes available technology to carry out job responsibilities.
• Determines most appropriate technology to accomplish a given task.
• Seeks ways to utilize technology to improve efficiency.

Requirements

• Five (5)+ years of legal secretarial experience in a large law firm preferred.
• Litigation background needed.
• Keeps abreast of practice area processes as appropriate to the position.
• Thorough knowledge of office organization, workflow and procedures.
• Thorough knowledge and use of firm technology tools; share knowledge with colleagues.
• Demonstrates ability to multi-task and handle competing priorities without sacrificing attention to detail.
• Demonstrates ability to communicate with finesse, use tact, diplomacy and discretion with firm contacts and clients.
• Takes initiative to learn new skills that will contribute to enhanced performance of the role.
• Demonstrates ability to work independently as well as part of a team, as needed.
• Excellent organizational skills
• Creative and efficient problem-solver
• “Can do” attitude
• Working knowledge of Microsoft Office
• 60 wpm typing speed
• Excellent grammar, spelling, punctuation, and communication skills
• Attention to detail and good organizational and analytical skills
• Flexible attitude and the ability to deal well with changing assignments and priorities
• Ability to multi-task

Benefits

• Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.

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