Legal Secretary

Hall Booth Smith, P.C.

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. ESSENTIAL DUTIES AND RESPONSIBILITIES: “Essential functions” are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer. Transcribes dictation and formats letters, pleadings, and other forms. Prepares rough drafts, proofreads before finalizing legal documents. Copies and mails all letters, documents, and packages to various parties via Certified, Registered USPS, FedEx, or courier service. Properly file legal documents with the Courts and cc/bcc’s appropriate parties. Ensures exact compliance with client guidelines relating to preparation and mailing of cc/bcc, copying of documents, and other client requirements. Open new file, perform conflict checks, and at attorneys request draft acknowledgment or engagement letter to client. Continuously maintains file content, indexes, and tabulations. Maintains accurate computer cards and other sources of client/case information. Enter attorney billable time on a regular basis, proofreads, and balances. Maintains attorney calendar by denoting due dates for answers, depositions and other pleadings, hearings, trial calendars, etc. Open and manage or route attorney mail to appropriate counsel. Reviews and confirms all client bills and other invoices and forwards for payment on a regular and consistent basis in accordance with client guidelines. Closes and prepares files for storage. Prepares files or assists paralegals in preparing files for upcoming hearings and depositions. Answers and screens calls for attorneys, communicating with professionalism, respectfulness and tact. Schedule depositions as necessary. Participates as a member of one or more strategic planning committees. Mentor and train new employees in the position. Performs receptionist duties and remains flexible and open to requests for support or assistance outside of the scope of this job description and to other duties as directed by the Management team.

Requirements

Knowledge of various court rules and 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).
Demonstrate spelling, diction, and grammatical skills equal to or above a level normally acquired through successful completion of a high school or general education degree.
Demonstrate organizational, prioritization, proofreading, and attention to detail skills to allow for timely, effective, and accurate performance of job duties with little or no outside assistance.
Ability to demonstrate impeccable integrity in confidential matters.
Interpersonal skills necessary in order to communicate with a diverse group of attorneys, staff, and clients and to provide or obtain information with ordinary courtesy, diplomacy and tact.
Accurate typing ability of 70 wpm and comprehensive computer and office equipment experience.
Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
Work requires sitting, bending, stooping, computer keyboarding and continuous use of hands, telephone contact, reading, and may require lifting of 25-50 lbs. or more.
Work may require traveling to offsite locations for collection of materials or filing of documents; therefore work may require driving.
Under certain circumstances, the Firm may substitute experience for educational requirements and vice versa.

Responsibilities

Transcribes dictation and formats letters, pleadings, and other forms.
Prepares rough drafts, proofreads before finalizing legal documents.
Copies and mails all letters, documents, and packages to various parties via Certified, Registered USPS, FedEx, or courier service.
Properly file legal documents with the Courts and cc/bcc’s appropriate parties.
Ensures exact compliance with client guidelines relating to preparation and mailing of cc/bcc, copying of documents, and other client requirements.
Open new file, perform conflict checks, and at attorneys request draft acknowledgment or engagement letter to client.
Continuously maintains file content, indexes, and tabulations.
Maintains accurate computer cards and other sources of client/case information.
Enters attorney billable time on a regular basis, proofreads, and balances.
Maintains attorney calendar by denoting due dates for answers, depositions and other pleadings, hearings, trial calendars, etc.
Open and manage or route attorney mail to appropriate counsel.
Reviews and confirms all client bills and other invoices and forwards for payment on a regular and consistent basis in accordance with client guidelines.
Closes and prepares files for storage.
Prepares files or assists paralegals in preparing files for upcoming hearings and depositions.
Answers and screens calls for attorneys, communicating with professionalism, respectfulness and tact.
Schedule depositions as necessary.
Participates as a member of one or more strategic planning committees.
Mentor and train new employees in the position.
Performs receptionist duties and remains flexible and open to requests for support or assistance outside of the scope of this job description and to other duties as directed by the Management team.