Legal Secretary Secretarial Center in San Francisco, CA| LawFirmStaff

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Title : Legal Secretary Secretarial Center

Location : California - San Francisco
Refer to Job # HXQK804264


Legal Secretary - Secretarial Center The candidate reports to the Manager of Secretarial and Word Processing Departments; on a day-to-day basis, works under the direction of the Secretarial Center's workflow secretary and the attorneys. Supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized litigation and transactional secretarial tasks, and working collaboratively and cooperatively with others in a team-oriented environment. Supports attorneys when their assigned secretaries are absent or have left for the day and also provides overflow secretarial support. Works with other Secretarial Center secretaries as a team to ensure that all incoming jobs are prioritized and completed expeditiously. Files Documents with Court: E-files (and paper files, when applicable) documents with local, state, federal, and appellate courts. Researches local rules. Prepares documents for filing under seal. Prepares courtesy copies. Prepares Documents: Using the firm's word processing and document management software, keyboards prepare and process correspondence and memoranda as well as complex legal documents according to the requirements set by each court and practice area requiring knowledge of legal terminology and advanced formatting skills. Prepares shell/template documents (including pleadings and discovery) for attorneys. Composes and drafts routine cover letters, emails, and documents. Proofreads documents and reviews for appropriate formatting, spelling, and grammar. Prepares revisions and redlines documents as directed. Coordinates lengthy and complex document preparation with the Word Processing staff as needed. Processes Correspondence: Reviews, profiles and distributes incoming communications. Prepares and processes outgoing mail, arranges for specialized mail or messenger services as required. Ensures that all attachments, exhibits, and enclosures are included. Coordinates activities with the mailroom personnel as needed. Maintains Calendar: Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities. Coordinates specific dates with the Calendar Department as needed. Maintains Electronic and Hardcopy Files: Responsible for creating and maintaining client, records, files, and indexes. Works with the Secretarial Assistant and the Records Department to accomplish this task. Marks case or matter-related documents as needed with filing instructions to ensure proper filing. Performs routine filing and retrieves files as needed. Maintains files for assigned attorneys in accordance with firm procedures and policies. Coordinates Financial Functions: Enters attorney timesheets in a timely manner. Prepares expense reimbursement and disbursement requests. Edits bills in the online billing system and coordinates client billing matters with the billing staff in the Accounting Department. Provides Administrative Support: Prepares and processes conflict requests and new matter forms. Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports. Schedules meetings and arranges for conference rooms and meals. Maintains and updates contact names and addresses in the firm's contact database. Communicates effectively with clients and with others in the firm. Is proactive in anticipating the business needs of the attorneys; plans ahead and meets deadlines. Cooperates with Team Efforts: Demonstrates effective teamwork and communication. Follows Center protocol for marking jobs and copying secretary and Center. Provides assistance to other secretaries as time permits. Works cooperatively with other departments and individuals in the firm. Other: Performs other related secretarial and administrative duties as assigned. Overtime work may be required. The candidate should have a High school diploma or GED. BA is preferred. Must have 3+ years of litigation experience as a Legal Secretary. Should demonstrate knowledge of legal terminology, legal documents, and legal processes including thorough knowledge of e-filing legal documents with courts. Accurate typing at a net speed of 65+ WPM. Should also have strong computer proficiency in the use of the MS Office Suite of software (Word, Outlook, and Excel), document management, time entry, billing, and other database software. Strong attention to detail; excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling, and punctuation; strong time management and organizational skills and the ability to work under pressure in a fast-paced environment; ability to work proactively, coordinate multiple tasks concurrently and to meet deadlines; and strong interpersonal skills and ability to work effectively within a team environment.
 
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