Legal Secretary Corporate/Private Client in Los Angeles, CA| LawFirmStaff

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Title : Legal Secretary Corporate/Private Client

Location : California - Los Angeles
Refer to Job # PHEE724284


Legal Secretary Corporate/Private Client Responsibilities: Operates office equipment, including a computer and a variety of legal software and research programs. Types correspondence, memoranda and other legal documents; drafts standard correspondence, memoranda and other documents. Reads, sorts and dates incoming mail and faxes. Ensures that outgoing mail and faxes are delivered in a timely manner. If necessary, routes mail to specific delivery service and follows up on timely delivery. Emails clients directly to coordinate meetings, transmit documents and handle follow-ups. Establishes and maintains calendar and deadline reminder systems; utilizes master calendar system. Requests conflict of interest reports with File Opening/Conflicts, opens new clients and/or matters and maintains all client and general files. Conducts periodic review for possible storage of older files; prepares files to be closed. Receives clients and visitors; maintains good public relations with clients; and observes confidentiality of attorney-client relationship. Schedules appointments for timekeepers. Handles all expense reports through Chrome River. Works closely with administrative support staff (word processing, receptionists, business office, etc.); proofs documents returned from word processing; ensures that attorney timesheets are entered and released in a timely manner. Performs overload typing, filing, photocopying or other secretarial duties as time permits and as requested by others. Also, assists other secretaries with their workload as needed. Creates, edits and processes client bills in accordance with Firm and client requirements. Coordinates travel arrangements. Updates attorneys concerning mail and phone messages while traveling. Researches and obtains a wide variety of information or documents requested by attorneys and/or paralegals. Checks probate notes and handles e-filings. Prepares deeds and other basic documents. Manages attorney contact lists and coordinates distribution of newsletters, articles and other information to contacts. Prepares packets, binders and other informational documents for attorneys to give clients. Assists attorneys with CLE compliance, including submitting CLE certificates and notifying attorneys of upcoming CLE opportunities. Prepares filings with Secretary of State relating to entity formation, corporate governance and regularity compliance. Job Requirements Understanding of law office policies and procedures and produce accurate legal documents with minimal supervision. Qualifications: Undergraduate degree preferred. 3-5 years experience preferred. Ability to draft legal documents, correspondence and reports as needed, at 70+ wpm preferred. Ability to organize and prioritize numerous tasks and complete them under time constraints. Interpersonal skills necessary in order to communicate by phone, email and other methods, and provide information with ordinary courtesy and tact. Must have experience with Microsoft Office: Outlook, Word, Excel, and other software, including file management, redline comparison, and PDF editing programs, in a legal environment. Must have experience working with transactional, corporate, estate planning, probate and other legal documents. Must have ability to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case documents. Perform non-complex arithmetic calculations when verifying calculations on forms documents and check requests; maintain records and filing systems at a level normally acquired through completion of high school or equivalent. Work occasionally requires a high level of mental effort and strain while producing a high volume of information and performing other essential duties. Ability to work overtime. Must possess a high level of professionalism and interpersonal skills so as to be able to work well with employees at all levels within the organization and maintain all information in the strictest of confidence. Required to use tact and diplomacy when dealing with others. Must have ability to read, write and communicate fluent English; ability to compose documents in the appropriate business style using correct grammar and spelling; ability to communicate clearly using proper grammar and diction over the telephone. Must possess attention to detail, ability to balance multiple projects and have strong time management skills. Must have ability to reason and apply common-sense understanding to situations encountered. Ability to process routine daily functions while being able to resolve sensitive issues and complex assignments utilizing above average critical thinking skills.
 
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