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Location : California - San Francisco
Refer to Job # HWTC707415
Legal Secretary Secretarial Center Duties: Support the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment. Reports to the Director of Human Resources; on a day-to day basis, works under the direction of the Workflow Secretaries and the attorneys. Supports the delivery of quality legal services to clients by provide secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment. This position supports attorneys who are seeking support from the Secretarial Center during their assigned secretaries absence 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. Regular and predictable attendance is an essential function of the job. E-file documents with local, state, federal and appellate courts. Research local rules. Prepare documents for filing under seal. Prepare courtesy copies. Prepares Documents: Using the firm s word processing and document management software, keyboards, prepares and processes correspondence and memoranda as well as complex legal documents according to the requirements set by each practice group 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 checks 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 Mail: Reviews, scans, profiles and distributes incoming mail and fax communications. Prepares and processes outgoing mail, arranges for specialized mail / messenger services as required. Ensures that all attachments, exhibits and enclosures are included. Coordinates activities with the mailroom and fax personnel as needed. Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities. Coordinates specific client dates with the Calendar Department as needed. Responsible for creating and maintaining client files and indexes. Works with the Secretarial Assistant and the Records Department to accomplish this task. Marks case / 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 daily timesheets for assigned attorneys in a timely manner. Prepares expense reimbursement and disbursement requests. Coordinates client billing matters with the billing staff in the Accounting Department. Prepares and processes new matter forms. Receives and screens phone calls and takes messages as required. Receives and directs clients and visitors. 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 assigned attorneys; plans ahead and meets deadlines. Cooperates with Team Efforts: Demonstrates effective teamwork and provides assistance to other secretaries as time permits. Serves as a back-up secretary to assigned attorneys as required. Works cooperatively with other departments and individuals in the firm. Performs other related secretarial and administrative duties as assigned.
Qualifications: High school diploma or GED required; BA preferred. 1+ year experience as a Legal Secretary or Legal Assistant. Knowledge of legal terminology, legal documents, and legal processes in the area(s) in which the Legal Secretary is employed. Strong computer proficiency in the use of the MS Office Suite of software (Word, Outlook, and Excel), document management, time entry and other database software. Accurate typing at a net speed of at least 65 WPM. Strong computer proficiency in the use of the MS Office Suite of software (Word, Outlook, and Excel), document management, time entry and other database software. Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation. Ability to work effectively within a team environment and to work proactively. Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and to meet deadlines. Strong organizational skills, interpersonal skills, and attention to detail.
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