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Location : Illinois - Chicago
Refer to Job # QUTJ703764
Legal Secretary The candidate will be responsible for creating, revising and formatting legal documents, spreadsheets and presentations using the Firm s software (Office 2016, Adobe Acrobat DC and DMS); document comparison, transcription and proofreading. Answering phones, entering attorney time, managing calendars, travel arrangements and expense reimbursements along with other general secretarial duties and projects as assigned. Strong interpersonal and communication skills along with the ability to work collaboratively within a team are also required. Uses word processing and document management software (Microsoft Office 2016, including PowerPoint and Excel, Workshare Compare, Adobe Acrobat DC, DMS, etc.) to prepare and revise, format and finalize a wide variety of documents, including correspondence, memoranda, and legal materials. In conjunction with the preparation of such documents, the legal secretary is responsible for proofreading, correctly formatting and questioning any inconsistencies in all materials. Transcribes dictation, minutes of meetings or taped records of conferences and meetings. Processes conflict checks and New Client/New Matter forms (KENI); enters attorney time (Carpe Diem); processes expense reports (Chrome River); receives, places, and screens telephone calls; schedules conference calls (Inter-Call); coordinates and schedules travel arrangements through web-based application; calendar management (Outlook Calendars). Conducts internet research as directed by attorneys. Interacts on a daily basis with departments within the Firm to facilitate highest possible legal support to assignments and clients, including Accounting (check requests); General Services (mail, FedEx, UPS, messengers); Conference Center (scheduling/arranging meetings and requested accommodations); Calendar Court Services; Reprographics Department; Digital Services, etc. Establishes and maintains paper and electronic files in compliance with current Firm policies utilizing the Firm s LegalKEY system and Document Management System. Provides assistance to other legal secretaries within assigned teams whenever necessary to meet Firm and client needs; organizes and prioritizes workload so as to most efficiently enable and facilitate team effort to accomplish Firm and client goals. Fosters professional, cooperative and supportive relationships with peers, superiors and clients. Anticipates and identifies clients /colleagues current and future needs. Shares information and offers ideas and solutions in a team environment. Exhibits professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements. Maintains positive, professional, courteous and flexible demeanor when dealing with clients and colleagues. Performs complex legal secretarial activities which may be highly confidential and sensitive, and require discretion and diplomacy. Reports directly to the Associate Director of Support Services. Must have 5+ years of legal secretarial experience. Advanced proficiency in MS Word and formatting documents with a minimum typing speed of 55+ words per minute required. Adobe Acrobat DC, PowerPoint and Excel experience are also strongly preferred. Must have high school diploma. Associate degree preferred.
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