Legal Secretary in San Francisco, CA| LawFirmStaff

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Title : Legal Secretary

Location : California - San Francisco
Refer to Job # LPIF722245


Legal Secretary Duties: Type and/or transcribe correspondence. Draft correspondence. Type and prepare various documents and forms, including: letters, memoranda, tables, charges/spreadsheets, lease agreements and contracts. Assume full responsibility for updating and maintaining databases shared with clients. Prepare database generated reports weekly and distribute to clients. Edit, redline and proofread documents as requested. Proofread and revise documents, including engagement letters, PowerPoint presentations, memoranda, audit letters, client and other correspondence; check for accuracy of copy, grammar, punctuation and syntax. Photocopying and scanning. Prepare documents for U.S. mail, Federal Express, messenger delivery or electronic delivery. Arrange extensive U.S. and foreign travel by securing air, hotel, rail and car reservations for lawyers and clients. Prepare travel itineraries. Prepare and submit travel expense reports and other business-related expenses for reimbursement in a timely manner. Prepare disbursement forms/handle reimbursements of other firm and client related expenses, such as telephone calls, outside vendors, entertaining, recruiting and travel expenses. Submit expense reports to accounting for processing. Filing: maintain paper and/or electronic filing, in a timely manner, of all correspondence, pleadings and case/client documents as directed by supervising attorneys, using the firm s records management database in accordance with established standards and procedures. Answer telephones, screen and transmit telephone calls to lawyers, and take messages if necessary, with recognition of and attention to the particular needs of the clients. Schedule conference calls for lawyers and clients and make appointments when necessary. Client billing: edit, prepare, finalize and send out all bills for billing attorneys. Conduct a first review of billing performas; review and edit prior to attorney review. In conjunction with billing attorney, investigate and solve client billing issues that may arise. Maintain contacts in Outlook for assigned lawyers, pursuant to each lawyer s preference. Maintain a calendar of court, travel, meetings and/or other commitments. Arrange for meeting/conference rooms and catering needs using the firm s conference room reservation software system. Use building security system to grant visitor access. Keep attorneys apprised of assignment status as required. Perform other duties as assigned by attorneys and/or administrative managers. Provide assistance to other legal assistants as time permits. Serve as back-up assistant as required. Proactively manage and execute assignments from an attorney who is extremely busy. Become familiar with clients, their matters and key players and anticipate next steps without direction. Works with Conflicts group to open new matters on a timely basis using InTapp Open. Proactively prepare files of background documents in anticipation of upcoming client meetings. Collaborate closely with other Legal Assistants regarding current work in progress. Liaise with the Business Development and Marketing Department regarding events and speaking engagements. Review and edit billing proformas to conform to client guidelines. Exhibit proficiency with InterAction data entry and report functions. Qualifications: High School Diploma or GED Certificate required. College degree and/or paralegal certificate a plus. 5 years' previous secretarial/administrative experience required. Previous experience in a law firm preferred. Excellent knowledge of Microsoft Office (Outlook, Word, Excel and PowerPoint). Knowledge of FileSite highly preferred. Knowledge of MS Office 2016 and Windows 10 preferred. Knowledge of InTapp Time preferred but not mandatory. Display initiative to learn about the practice group clients, ongoing matters and attorney preferences. Ability to prioritize work from multiple attorneys/assignments simultaneously and successfully, many with tight deadlines. Excellent oral communication skills, especially the use of good grammar. Uses written communication that is technically sound, grammatically correct and without typographical errors. Excellent skillset in regard to knowing proper formatting of general correspondence and composition of documents. Superior organizational skills. Excellent attention to detail and strong proofreading skills. Extremely consistent in producing quality work. Typing speed of 65+ wpm. Able to manage contacts through available technical resources. Ability to handle confidential matters. Ability to comprehend and perform tasks as instructed or inferred. Able to work independently, as well as a team, with minimal supervision. Use of good judgment and effective interpersonal communication skills. Well-developed analytical and problem-solving skills. Initiative in developing and refining skillset, willing to work with new technology. Flexible and dependable, including the ability to work overtime as needed. Client service-driven. Respectful of people differences in background, culture and perspective. Able to quickly grasp the goals, service, culture and strategy of the department, the office and the firm overall. Adaptable to change, open to new ideas, open to taking on new responsibilities and can adjust plans to meet changing needs. Ability to use office equipment (i.e. copier machines, scanners, etc.). Must conduct him/herself professionally in appearance and actions.
 
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