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Location : Oregon - Portland
Refer to Job # MBDU829232
Legal Secretary Responsibilities: Provides excellent customer service: answer main phone lines and direct calls; greet clients and vendors. Ensures that mail is sent out of the office, i.e. regular mail, certified mail, or overnight mail. Performs legal research.Performs e-filings, prepare pleadings notebooks, update indexes and prepare exhibits. Maintain and organize files in an orderly manner. Draft standard pleadings, correspondence, memoranda and other documents. Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to client or accounting. Participate in the timely review and submission of prebills and/or client bills. Accurately files court documents both electronically and in document form and able to determine and follow any local or judge specific requirements related to same. Exhibits good judgment and organizational skills to receive, record and disseminate all information on behalf of the clients and assigned attorneys (e.g., mail, interoffice mail, email, etc.). Consistently provides friendly and helpful telephone support and/or receptionist relief. Regularly and accurately proofreads all documents to ensure accuracy and completeness prior to distribution or filing. Regularly anticipates the needs of assigned attorneys in order to promote timekeeper efficiencies (i.e., drafts correspondence, prepares shell pleading and discovery documents in advance). Routinely reviews and follows-up on client deadlines and calendar appointments. Coordinates and makes necessary arrangements for meetings (i.e., depositions, mediations, interviews, and vendor and facility reservations). Assists assigned attorneys with completing and tracking CLE compliance, presentations and training programs, other business development activities, and organizing all other non-billable activities. Accurately prepares and submits client intake forms. Follows the standard naming and profiling conventions when scanning, emailing, and saving documents to the document management system. Regularly and consistently updates client files, notebooks, and pleading indices. Maintains attorney specific case lists, charts, and status of cases and outcomes. Understands and accurately manages audit requests. Consistently updates all applicable contact records (including attorney's outlook and firm database). Timely reviews, follows-up on, and accurately files client-related emails. Properly prioritizes work assignments. Seeks appropriate assistance (from the office manager or attorneys) when conflicts arise. Consistently completes assigned tasks when expected. Willing and capable to offer assistance to others when needed. Enters, reviews and revises timesheets accurately. Proofreads all documents independently and effectively to ensure accuracy and completeness. Develops, implements, and maintains systems to promote organization and efficiency. Understands and complies with office policies concerning file management, case lists, filing and recordkeeping. Effectively manage and monitor calendaring of deadlines and key dates. Exhibits knowledge of litigation process.
Qualifications: Demonstrated knowledge of legal terminology, legal documents, and legal processes in the Litigation Department, including the ability to mark and generate a table of contents and table of authorities. Possesses knowledge of client-specific billing guidelines and restrictions and consistently applies those guidelines to ensure cost-effective practices. Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation. Strong time management skills and the ability to work under pressure in a fast-paced environment. Strong organizational skills, interpersonal skills, and attention to detail. Possess basic PC skills; ability to use phone system, copier, scanner, fax, and printer. Possess excellent verbal and written communication skills.Accurate typing at a net speed of 65+ wpm (shorthand/speedwriting a plus). Strong computer proficiency in the use of MS Office (Word, Excel, PowerPoint and Outlook), Document Management System, Time Entry, e-Filing and database software. Lexis Nexis, Pacer, ECF, Desksite or document management system, CompuLaw, Concur, Word, Outlook, PowerPoint and Excel. The ability to work effectively and proactively within a team environment. The ability to coordinate multiple tasks concurrently and to meet deadlines.
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