Legal Secretary

Job Description

Job Description

Legal Secretary

JOB SUMMARY

The Legal Secretary provides vital administrative and clerical assistance to attorneys and/or paralegals on their team.

ESSENTIAL DUTIES AND RESPONSIBILITIES*

· Draft and format a variety of legal documents, correspondence, and memoranda from handwritten notes or transcription tools with precision.

· Compile court filings, government forms, or closing binders as required for attorneys’ or paralegals’ practice areas.

· Develop base documents from Forte for attorney use, incorporating features like automatic numbering via Litera or within Word, as needed.

· Handle court filings and maintain communication with attorney services to monitor filing progress.

· Arrange depositions, hearings, and meetings, including scheduling court reporters, booking conference rooms, managing catering, and coordinating calendars for the legal team.

· File documents with state, district, and appellate courts as applicable.

· Assemble tables of contents and tables of authorities.

· Keep current Proofs of Service and Service Lists updated and organized.

· Submit check requests, generate new case reports, conduct conflict checks, and initiate new file openings.

· Enter daily time records as directed by team members.

· Prepare client billing, review and amend proformas as instructed by billing attorneys, draft cover letters, and ensure finalized invoices are copied, scanned, and sent to both clients and the Accounting Department.

· Organize, scan, copy, fax, and file legal documents in both hard copy and electronic document management systems.

· Help ensure deadlines are met by managing various calendars and providing timely reminders.

· Answer phone calls, take messages/notes, and transfer calls as needed.

· Coordinate travel for attorneys.

· Handle reimbursements and process vendor invoices.

OTHER RESPONSIBILITIES

· Provide backup coverage when other secretaries are absent and assist with excess workloads within the assigned team.

· Draft template correspondence and documents for team review and use.

· Maintain and update client information, contact databases, and similar electronic records.

MINIMUM QUALIFICATIONS

Knowledge/Skills/Abilities:

· Demonstrated proficiency with contemporary office technologies, including the MS Office Suite (Outlook, Word, Excel, PowerPoint), iManage, Nuance Power PDF, Adobe PDF, Workshare Compare, and time/billing software (Elite/3E experience is preferred, not mandatory).

· Typing speed of at least 60 words per minute with strong accuracy.

· Prior experience filing with State and Federal courts, including E-Filing, is essential.

· Able to collaborate effectively with attorneys and team members in a group environment.

· Strong written and verbal communication skills.

· Keen attention to detail and the ability to handle multiple tasks concurrently while meeting deadlines.

· Flexible work schedule to meet the Firm’s needs during peak periods or for special projects; willingness to work overtime as scheduled.

Education:

· High school diploma or equivalent required; completion of college coursework or degree is an asset but not required.

Experience:

· Minimum of four years’ experience as a legal secretary, preferably within a litigation practice, including at least three years supporting billing attorneys.

Business oriented work environment with practice tht has been around for decades and going strong.

Company Description

Business oriented work environment with practice tht has been around for decades and going strong.