Legal Secretary

SUMMARY: Performs a variety of secretarial duties for attorney(s) to whom assigned according to established policies and procedures. Maintains positive contact with clients, attorneys and staff. Observes confidentiality of firm and client matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Proficiency operating a computer, typewriter, printer, photocopier, transcription/dictation equipment, facsimile, telephone and calculator as needed.
• Proficiency in the firm’s software programs, including but not limited to word processing, time and billing system, conflict system, email system, trial software, document management system, employee electronic time clock system and Microsoft Office Products.
• Proficiency in firm’s document management system and follows established firm procedures for naming and storage of documents.
• Prepares all legal documents, correspondence, memoranda, drafts, and other legal documents from written and oral drafts or dictation; drafts standard correspondence, and other documents.
• Performs court required electronic filing, following established rules and procedures of the court system. Understands specialty areas of practice and is capable of attaching appropriate enclosures for specialty area without the need for supervision.
• Familiar with firm forms, legal forms, document formats, printing requirements and on-line legal research sites.
• Performs legal research tasks using all available resources including libraries and computer data systems, when applicable or requested.
• Familiar with firm intranet information, firm personnel policy, internal firm procedures for check processing, travel reimbursement and marketing reimbursement requests. Obtains and provides all necessary back-up documentation and approvals for processing.
• Reviews completed assigned tasks and document production to check for errors in grammar, spelling, punctuation, formatting and legal case sighting for correctness.
• Maintain high level of professionalism when using the Firm’s telephone system, including, but not limited to, handling in-coming calls, transferring calls, conference calls, long distance calls and utilizing firm conferencing system. Answers or screens telephone calls as directed by the assigned attorney; records and forwards messages.
• Reads, sorts and dates incoming mail as directed by the assigned attorney. Ensures that outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery.
• Drafts/types complaints and answers, routine notices, affidavits, motions and petitions, contracts, closing documents when applicable.
• Establishes, organizes and maintains attorney trial notebooks, expert witness notebooks, document indexes, reports and lists, when applicable.
• Conducts research and locates cases, depositions, opinions, reports and information related to the matter, when applicable.
• Utilizes computerized litigation techniques and software, when applicable.
• Establishes and maintains calendar and deadline reminder system; utilizes calendar system as required per assigned attorney; reviews weekly motion docket and monthly trial docket; assists in scheduling meetings and depositions.
• Acts as witness or Notary Public, when requested, and maintain accurate list and following State of Alabama procedures and maintains accurate listing of any documents notarized (if designated as a Notary Public).
• Opens new files, completes and submits conflict of interest report requests. Completes new matter request forms and submit to billing department. Maintains all client and general files.
• Conducts periodic review of files for possible off-site storage; prepares files to be closed according to established firm procedures.
• Receives clients and visitors; maintains good public relations with clients; observes confidentiality of attorney-client relationship; assist in preparing conference rooms as needed.
• Make appointments for attorney(s) as requested; make travel arrangements for attorney, as requested, following established rules and procedures by the firm or client guidelines.
• Processes bills; proofs work in process; reviews and edits work in process in preparation for billing.
• Works closely with administrative support staff (office services, scanning center, reprographics vendors, hospitality, marketing, etc.); proofs documents returned from other administrative staff, scanning center or outsource vendors.
• Ensures that attorney time sheets are entered into the time and billing system in a timely manner when provided by the attorney.
• Maintains and updates the secretary cheat sheets for each assigned attorney for purposes of assisting floaters when assigned in secretary’s absence.
• Assist other secretaries as time or workload permits or as assigned.
• Performs legal assistant duties as requested.

WORKING CONDITIONS:

Normal law office environment with some exposure to excessive noise, dust, temperature and the like.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Ability to read and write in order to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters. Perform non-complex arithmetic calculations when verifying calculations on forms and documents; maintain records and filing systems at a level normally acquired through completion of high school or equivalent.
• Ability to transcribe legal documents, correspondence and reports from rough draft or dictation at a level of 70 wpm.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to proofread typed material for grammatical, typographical or spelling errors.
• Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff to provide information with ordinary courtesy and tact.
• Interpersonal skills necessary in order to communicate in person, by e-mail and telephone to provide information with ordinary courtesy and tact.
• Work occasionally requires a high level of mental effort and strain while producing a high volume of information performing other essential duties.
• Work occasionally requires more than the established office hours per week to perform the essential duties of the position; may require irregular hours.

TYPICAL PHYSICAL NEEDS:

Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. May need to climb stairs, ladders and/or scaffolding and lift up to 30 lbs.

EEO STATEMENT:

Our Firm is an equal opportunity employer, and we look to fill every position with the best qualified person regardless of age, gender, race, religion, disability, national origin, gender identity or sexual orientation. With offices across Alabama and Florida, we recruit from all over the Southeast and beyond to find the right fit for every position.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.