Legal Secretary

HBS Default • Missoula, MT

19d • Onsite

About The Position

Responsible for providing full administrative support services to attorneys while remaining flexible to provide assistance in various critical areas throughout the Firm. This role involves formatting letters, pleadings, and other legal documents, preparing rough drafts, and proofreading before finalization. The Legal Secretary will also handle copying and mailing of documents, filing legal documents with the Courts, and ensuring compliance with client guidelines. Additional duties include opening new files, performing conflict checks, maintaining file content, entering attorney billable time, managing attorney calendars, and handling attorney mail. The position also requires reviewing client bills and invoices, closing and preparing files for storage, and assisting with preparation for hearings and depositions. The Legal Secretary will answer and screen calls for attorneys, schedule depositions, and may participate in strategic planning committees and mentor new employees. The role also includes performing receptionist duties and being open to requests for support outside the defined scope.

Requirements

• Broad knowledge of various court rules, CCEF, PACER and other filing requirements.
• Knowledge of the format of various legal documents including, but not limited to, Requests for Reproduction of Documents, Responses to Interrogatories, Notice of Represent, Rule 200, Certificates of Service, Motions and other pleadings.
• Broad knowledge of terminology (legal, medical, other) as it relates to the particular practice area(s).
• Spelling, diction, and grammatical skills equal to or above a level normally acquired through successful completion of a high school or general education degree.
• Organizational, prioritization, proofreading, and attention to detail skills.
• Impeccable integrity in confidential matters.
• Interpersonal skills necessary to communicate with a diverse group of attorneys, staff, and clients.
• Accurate typing ability of 70 wpm.
• Comprehensive computer and office equipment experience.
• Ability to work occasionally more than 40 hours per week.
• Ability to sit, bend, stoop, perform computer keyboarding, and continuously use hands.
• Ability to engage in telephone contact and reading.
• May require lifting of 25-50 lbs. or more.
• May require traveling to offsite locations for collection of materials or filing of documents; therefore work may require driving.

Nice To Haves

• Trial preparation experience a plus.

Responsibilities

• Formats letters, pleadings, and other forms.
• Prepares rough drafts and proofreads legal documents.
• Copies and mails letters, documents, and packages via USPS, FedEx, or courier service.
• Files legal documents with the Courts and cc/bcc’s appropriate parties.
• Ensures compliance with client guidelines for document preparation and mailing.
• Opens new files, performs conflict checks, and drafts acknowledgment or engagement letters.
• Maintains file content, indexes, and tabulations.
• Maintains accurate computer cards and client/case information.
• Enters attorney billable time, proofreads, and balances billing records.
• Maintains attorney calendar by denoting due dates for pleadings, hearings, and trial calendars.
• Opens, manages, and routes attorney mail.
• Reviews and confirms client bills and other invoices and forwards for payment.
• Closes and prepares files for storage.
• Prepares files or assists paralegals in preparing files for hearings and depositions.
• Answers and screens calls for attorneys.
• Schedules depositions.
• Participates as a member of one or more strategic planning committees.
• Mentors and trains new employees.
• Performs receptionist duties.
• Provides support or assistance outside the scope of this job description as directed by the Management team.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees