Legal Secretary

Hall Booth Smith•Jacksonville, FL

About The Position

The Legal Secretary provides full administrative support services to attorneys and remains flexible to assist in other critical areas throughout the Firm. The role supports the preparation, proofreading, filing, organization, and storage of legal documents and files; attorney calendars, billing records, mail, and invoices; client and court requirements; and the coordination of depositions, calls, deliveries, and other administrative services. The position works in a professional office environment within a large law firm and involves frequent interaction with attorneys, staff, clients, courts, and outside parties. Work may occasionally exceed 40 hours per week and may involve travel to offsite locations to collect materials or file documents. The role may also involve driving and lifting 25 to 50 pounds or more.

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 various 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 related to the applicable practice area or areas.
Organizational, prioritization, proofreading, and attention-to-detail skills sufficient to perform duties accurately and on time with little or no outside assistance.
Ability to demonstrate impeccable integrity in confidential matters.
Interpersonal skills to communicate with attorneys, staff, and clients and exchange information with courtesy, diplomacy, and tact.
Accurate typing ability of 70 words per minute.
Comprehensive experience with computers and office equipment.

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 and send copies to appropriate parties.
Comply precisely with client guidelines for document preparation, copying, mailing, and other requirements.
Open new files, perform conflict checks, and draft acknowledgment or engagement letters at an attorney’s request.
Maintain file content, 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 with professionalism, respectfulness, and tact.
Schedule depositions as necessary.
Perform receptionist duties as needed.
Participate as a member of one or more strategic planning committees.
Mentor and train new employees in the position.
Provide support or assistance outside the stated scope of the job description as requested and perform other duties as directed by the Management team.