Legal Secretary in Irvine, CA| LawFirmStaff

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Title : Legal Secretary

Location : California - Irvine
Refer to Job # XPXO700987


Legal Secretary Duties: Under general supervision and direction of assigned attorney(s) and the Office Administrator, and following prescribed department, office and firm procedures, responsible for providing secretarial and administrative support to attorneys, advisors and other administrative personnel as assigned. Perform all job duties with a commitment to providing superior service to clients, producing quality work products, and maintaining an atmosphere of teamwork and continuous improvement. Fulfill the needs of the office in a manner which is consistent with the Firm s Core Values. Type and edit on the computer system legal and other documents (including correspondence, memoranda, bills, timesheets and project work) from transcription tapes, handwritten or typed materials, or shorthand notes. Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work. Use of a typewriter may be necessary for certain assignments. Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax. Receive, screen and transmit telephone calls, conference calls and messages to/from attorneys, clients and staff. Handle incoming and outgoing mail. Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports, expense reports and audit letter requests. Set up and maintain case files and case binders. Coordinate conferences, meetings and appointments. Coordinate travel arrangements, securing air and ground transportation and hotel accommodations. Coordinate work as needed with office, firm and third-party service departments, including Document Services, IT, Office Services, Finance, Messenger Services and Marketing. Provide secretarial assistance to visitors, and attorneys whose secretaries are absent. Accept overflow work as assigned by the Office Administrator, including to cover the reception desk as needed. Requirements: High School Diploma or equivalent. Specialized secretarial degree, associate and/or bachelor degree desired. 5+ years experience with strong litigation background; IP litigation experience a plus. Ability to read, write and speak English. Ability to type 70+ wpm with accuracy. Thorough knowledge of MS Office applications including Word 7 and Outlook, including experience in generating Table of Contents and Table of Authorities. Proficiency in eFiling and all court procedures, specifically in California, Texas and Delaware. Experience with sealed patent filings. Ability to navigate various court websites, out of state, other jurisdictions. Ability to communicate effectively with court personnel. Assist with calculation and calendaring of deadlines; maintain, monitor and organize case calendars. Thorough knowledge of the proper preparation of time records, expense reports, client bills and conflict-checking forms (if applicable to position). Excellent written and oral communication skills, including grammar, spelling and punctuation. Ability to read, comprehend and follow instructions. Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of assignment. Proficiency with advanced telephone functions, including conference calling and voicemail. Excellent telephone manner. Familiarity with legal filing and record-keeping practices. Strong organizational skills. Ability to perform clerical tasks with a high degree of accuracy. Proficiency on office equipment used on a regular basis including computers, printers, copy machines, facsimile machines, telephones and transcription machines. Ability to work independently and as a member of a team, take initiative, set priorities and see projects through completion. Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, and respond to changing priorities. Ability to establish effective working relationships within the office and firm, and with clients, vendors and others outside the firm. Ability to perform mathematical functions - add, subtract, multiply, divide, work with percentages, etc. Strong service orientation.
 
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