Legal Secretary in Chicago, IL| LawFirmStaff

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Title : Legal Secretary

Location : Illinois - Chicago
Refer to Job # KKSJ829418

Experience the prestige and challenge of Fortune 500 companies including dot coms, while enjoying the sunny lifestyle of the Southwest at this very busy, larger firm. Well-reputed in intellectual property, civil and securities litigation and corporate transactional practices, it is always striving towards excellence and professionalism in its associates, and actively encourages new associates to delve into responsible roles as soon as possible. Ready to meet the challenge? The associates here are some of the happiest associates in Phoenix and truly seem to enjoy the work that they do. We do not need to tell you that as a very successful Arizona firm the people here do appear to work very hard and we hate to say it but we will: Many are working New York type hours. The firm also has been criticized in many respects for its lack of diversity; however, we do not believe that this is a serious problem because the firm's recent hires have all been very diverse in our opinion. The firm also receives very high scores for the treatment of associates by partners and there does appear to be a very good relationship here between associates and partners with associates feeling they are part of the mix to a great degree and respected by partners. Most associates at this firm would much rather stay with the firm than switch firms. In our book this is a good sign.
Legal Secretary The candidate will Proactively maintain overview of timekeepers' workload and caseload; anticipate next steps and implement follow-up procedures to ensure each task is appropriately tracked and carried through to completion. Create, edit, revise, redline, and/or proofread documents from dictation, handwritten, typed, and/or electronic copy. Familiarity with saving client work product in a securely-managed document management system. Extensive client contact, requiring professional verbal and written communication skills Maintain timekeepers' calendars of meetings and business trips, using current software applications, and apprise them of responsibilities in advance of commitment. File paper and electronic documents with appropriate courts and agencies and ensure proper procedures are followed and deadlines are met. Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for timekeepers, clients, and staff as required. Process and route incoming mail, faxes, and electronic communications upon receipt. Prepare outgoing mail (including boxes/packages for shipment) for prompt delivery, arranging for messenger services as needed to meet deadlines. Coordinate with docketing specialist, including review of docketing reports for accuracy of dates, to ensure court or agency documents/actions for legal proceedings meet firm docketing requirements. Coordinate preliminary conflicts checks with Professional Standards to ensure attorney and firm ability to represent requesting party. Prepare new client/matter intake forms and engagement letter. Assist with billing process, including daily time entry - entering, proofreading, spellchecking, and releasing - distribute monthly proformas, and potentially review and edit proformas, and prepare final with cover letter (if appropriate) in accordance with firm or department procedures. Prepare accounting documents as required, including check requests, expense and travel reimbursement requests, and trust documents. Coordinate client/attorney/administrative conferences, meetings, and appointments for timekeepers and clients, including conference room scheduling, scheduling visitor offices, meals preparation of materials, and arrangement with a third-party if needed (e.g., court reporter/videographer). Coordinate travel arrangements, securing air, hotel, and car plans for timekeepers. Set up and maintain administrative and client files; file electronic and/or paper documents and information promptly and accurately. Maintain file organization and updated indices (office dependent). Perform copying, scanning, and faxing tasks. Prepare notebooks as required. Assume responsibility for miscellaneous tasks and special projects as required. Conduct Internet research as directed by timekeepers. Occasionally assist timekeepers with personal work requests, defined in the firm manual as "acceptable tasks." Be familiar with and adhere to all firm policies. Be present at work during regularly scheduled working hours and as needed in the position, arrive at work on time, and use time wisely during the workday. Keep supervisor informed of activities and of any significant problems and/or all personal schedule changes; provide timely and accurate time cards regarding hours worked and days missed. Coordinate absences within workgroups; proactively provide assistance to timekeepers in the absence of the regular Legal Practice Assistant, and, when time permits, to other Legal Practice Assistants. Adhere to the principles of client and firm confidentiality, as outlined in the confidentiality agreement signed at the time of hire. Maintain a clean and uncluttered work area, being sure that confidential materials and valuable items are secure. High school diploma or equivalent degree is required. Should preferably have 5+ years of previous law firm or equivalent experience. Should be able to type 70 WPM.
 
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