Legal Secretary

Hall Booth Smith•Alpharetta, GA

2d•Onsite

About The Position

The Legal Secretary provides full administrative support to attorneys and remains flexible to assist in other critical areas throughout the Firm. The role supports legal document preparation and filing, client and matter records, attorney calendars and billing, communications, mail, and general office operations. It is based in a professional office environment within a large law firm and may involve offsite travel for collecting materials or filing documents, as well as frequent interaction with attorneys, staff, clients, courts, and outside parties. Work may occasionally require more than 40 hours per week.

Requirements

High school diploma or general education degree, or equivalent spelling, diction, and grammatical ability normally acquired through successful completion of that education.
Knowledge of court rules and filing requirements.
Knowledge of legal document formats, including Requests for Reproduction of Documents, Responses to Interrogatories, Notice of Representation, Rule 200, Certificates of Service, motions, and other pleadings.
Broad knowledge of legal, medical, and other terminology relevant to the applicable practice area or areas.
Demonstrated organizational, prioritization, proofreading, and attention-to-detail skills, enabling timely, effective, and accurate work with little or no outside assistance.
Ability to demonstrate impeccable integrity in confidential matters.
Interpersonal skills to communicate with attorneys, staff, and clients and to provide or obtain information with courtesy, diplomacy, and tact.
Accurate typing ability of 70 words per minute.
Comprehensive computer and office equipment experience.
Work may require sitting, bending, stooping, computer keyboarding, continuous use of hands, telephone contact, and reading.
Work may require lifting 25 to 50 pounds or more.
Work may require driving and traveling to offsite locations to collect materials or file documents.
Work may occasionally require more than 40 hours per week.

Responsibilities

Transcribe dictation and format letters, pleadings, and other forms.
Prepare rough drafts and proofread legal documents before finalizing them.
File legal documents with courts, copy appropriate parties, and comply with client requirements for document preparation, copying, and mailing.
Open new files, perform conflict checks, and draft acknowledgment or engagement letters at an attorney’s request.
Maintain file contents, indexes, tabulations, computer records, and other sources of client and case information; close files and prepare them for storage.
Prepare files, or assist paralegals in preparing files, for hearings and depositions.
Enter attorney billable time regularly, proofread entries, and balance time records.
Maintain attorney calendars, including due dates for answers, depositions, pleadings, hearings, trials, and related events.
Open, manage, or route attorney mail to appropriate counsel.
Review and confirm client bills and other invoices and forward them for payment in accordance with client guidelines.
Copy and mail letters, documents, and packages using appropriate delivery methods, including Certified Mail, Registered USPS, FedEx, and courier service.
Answer and screen attorney calls professionally and perform receptionist duties as needed.
Schedule depositions as necessary.
Participate as a member of one or more strategic planning committees.
Mentor and train new employees in the position.
Provide support outside the scope of the job description as requested and perform other duties as directed by the Management team.