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Location : Texas - Houston
Refer to Job # VIKM712425
Legal Secretary - Transactional Duties: Under general supervision and according to established policies and procedures provides transactional support to the firm s attorneys and their clients; maintaining positive contact with attorneys (both internal and external), support staff, clients and vendors. Observes confidentiality of client and firm matters. This position is responsible for the accurate and efficient completion of work assigned by multiple attorneys. Must work well in a team, assist with overflow work, maintain an excellent rapport with service departments and follow procedures and guidelines. Reviews, sorts and distributes mail; reviews and calendars compliance dates from documents, letters and other mail received. Answers telephones and records messages. Drafts and types various types of documents, including correspondence, contracts, leases memoranda, presentation materials and other such documents specific to the transactional practice areas; proofreads documents for errors and corrects errors. Works effectively with multiple attorneys, outside vendors and government agencies to obtain corporate and real estate compliance documents, title reports, deeds, liens and UCC filings. Maintains project files and binders, including maintaining indices to same. Coordinates project closings. Schedules/calendars appointments such as client meetings and business transactions; coordinates travel arrangements as necessary. Schedules messengers and other vendors for pick-up of documents for errands such as filings with Secretary of State, delivery of documents to counsel and other types of errands. Review client billing for accuracy; edits content/grammar. Performs administrative functions such as preparing check requests for vendor statements and other administrative tasks. Organizes and schedules small and large meetings in person and/or via conference calls which may include arranging for conference rooms and meals. Maintains Outlook calendars and contacts lists. Inputs attorney time; reviews for accuracy and corrects errors. Works with attorneys to monitor incoming fax and email regarding clients matters. Prints incoming and outgoing faxes and emails for files following set procedures. Manages attorneys client contacts, including those maintained in the firm marketing contact database. Follows firm procedures to open new business following established new business intake procedures and assists with conflict requests. Maintains and updates client files following local office filing system procedures. Participates in office secretarial back-up system for absence coverage. Performs any other administrative tasks as may be assigned by the attorneys or Business Manager.
Requirements: High School Diploma or equivalent required. College degree or equivalent experience is preferred. 5+ years recent experience as legal secretary. Working knowledge of rules and procedures including calendaring requirements. Ability to read and write English in order to perform routine office correspondence, pleadings and forms; perform non-complex arithmetic calculations at a level normally acquired through high school or the equivalent when verifying calculations on forms and documents and when maintaining records and files. Ability to organize and prioritize workload. Ability to use good judgment in decision making and take initiative in anticipating needs. Above average skills required on typing (75 wpm); dictaphone transcription (75 wpm); spelling; sentence structure; proofreading; punctuation; litigation test. Proficiency and high level of use with: (1) Microsoft Office Word, Excel, PowerPoint, including but not limited to using styles and formatting tools in Word, creating black lines, inserting Excel charts into Word and PowerPoints, (2) Adobe Acrobat, including creating, merging, and extracting PDF documents, and (3) document management systems.
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