Legal Secretary, Houston

Baker Botts•Houston, TX

16d•Onsite

About The Position

Baker Botts, a full-service, leading international law firm, is seeking a Legal Secretary. Under the general supervision of the Secretarial Services Manager, this role provides secretarial/clerical and document processing support to partners, associates, and paralegals, either as part of a team or individually. The position is responsible for carrying out clerical and administrative tasks in support of the Firm’s leadership. This is a full-time, non-exempt position based in Houston with excellent benefits.

Requirements

High School Diploma required.
Minimum of five (5) years work experience in a law firm environment, or related professional experience.
Knowledge of legal terminology.
Ability to gather data, compile information and prepare reports.
Strong organizational and records management skills.
Ability to communicate effectively and with tact and diplomacy, both orally and in writing.
Ability to maintain confidentiality of all information.
Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Advanced computer and software application skills.
Ability to proofread typed material for grammatical, typographical or spelling errors.
Ability to organize and prioritize numerous tasks and complete them under time restraints.
Working knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc.
Working knowledge of New Business Intake, LegalKey, Copitrak, InterAction, IntappTime, and Elite software.
Knowledge of Metastorm and BB Conference Scheduler software.
Ability to learn and use databases.
Ability to work effectively with a wide range of individuals.
Ability to multi-task and work well under time constraints.
Ability to work well independently and in a team environment.
Ability to proofread materials for contextual, grammatical, typographical or spelling errors.
Must have strong organizational, decision-making skills and problem-solving skills.
Must be reliable, a self-starter and have a professional demeanor.

Nice To Haves

Some college and/or PLS Certification desirable.

Responsibilities

Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence that requires knowledge of legal terminology and using advanced formatting skills. This may require spending long periods of time at computer workstation.
Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials.
Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx’s, etc.
Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.
Answers telephones and delivers accurate and timely messages.
Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; makes arrangements for mails/emails of specific invoices to clients.
Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements.
Inputs attorney time utilizing the Firm’s time entry software on a daily basis.
Interacts with clients, vendors, attorneys and staff to maintain good relations.
Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending.
Closes files per lawyer requests. This may require lifting file bank boxes containing client files.
Reconciles and submits travel, client development, and client expenses for reimbursement through Metastorm, ChromeRiver and reconciles AMEX statements for all assignments.
Maintains calendars as requested by attorneys; submits and reconciles reimbursements.
Works as a liaison between attorneys and staff to assist with various Firm special projects (United Way, etc.). Carries out general administrative duties associated with such projects as assigned.
Supports all lawyers nearby as needed.
Runs conflict checks, opens new matters and revises existing matters using NBI software.
Processes billing for assignments who are designated billing lawyers.
Maintains assignments’ contacts and reconciles with InterAction.
Redacts confidential information.
Proofs documents/presentations.
Transcribes dictation.
Maintains assignments’ calendars as needed.
Reconciles assignments’ soft costs through Copitrak.
Prepares expense reports and check requests.
Understands and facilitates timekeeper time entry system.
Works as backup for other secretaries on the floor.
Performs additional duties appropriate to the specific Department and assignments.
Other projects as assigned by the Secretarial Services Manager, Partner in Charge, and Office Administrator.