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Location : Pennsylvania - Pittsburgh
Refer to Job # DFTE816101
Legal Secretary (Real Estate) The candidate will be responsible for the accurate completion of administrative and legal secretarial support work assigned by multiple timekeepers. Performing duties like constructive interaction with clients, lawyers, and administrators, as well as scheduling and maintaining the calendar, computer proficiency (Word, Excel, PowerPoint, and Outlook), filing, billing, time entry, telephone answering, faxing, making travel arrangements, submitting expense reports, and handling daily mail. Maintaining various lists including client/matter numbers, name, address lists and marketing mailing list. Maintaining a high level of confidentiality and the initiative to offer suggestions and ideas are a must. Assisting with overflow work, maintaining a good rapport with service departments and following procedures and guidelines set by each administrative department. Closing, coordinating and maintaining the schedules and Outlook calendars. Carefully managing all channels of communication including high-volume email, correspondence, telephone, and facsimile. Working with Firm travel agents to make travel arrangements, including transportation, automobile rentals and hotel reservations. Performing administrative functions such as preparing check requests for vendor statements, expense reports and other administrative tasks. Drafting and typing various kinds of documents and performing administrative functions including, but not limited to, memos, letters, charts, check requests, business intake forms, briefs, pleadings, agreements, and other such documents specific to the timekeepers areas of practice. Such work may be from handwritten copy, dictation or edited typed work product. Preparing appropriate billing information and exception reports. Submitting conflicts requests and preparing new business intake forms for new clients and/or new matters, including preparing appropriate accompanying engagement letters. Interpreting conflicts results as well interfacing appropriately with the Business Intake Department when necessary. Preparing a new business intake form as well as evaluating the completeness and accuracy of new business intake forms prepared by others. Assisting with billing including reviewing time and cost entries appearing on the proformas and making corrections as needed, preparing and proofing bills prior to mailing, working with Billing Department personnel to provide detail of client-related expense items in order to provide supporting documentation on the bills, processing and mailing past due statements, assisting attorneys with client inquiries, and other billing duties as assigned. Maintaining attorneys files containing statements and related billing data. Working with Billing Department to resolve billing problems and efficiently processing final billing statements and letters. Coordinating timekeepers calendars with the legal secretary and reminding timekeepers of various meetings, appointments, court dates, etc. Review and calendar due dates from documents, letters, and mail received. Proofreading all work, including reading documents for content and context. Duplicating and scanning documents, books and other papers as needed. Inputting appropriate duplicating billing information and completing duplicating exception reports. Submitting large duplicating jobs to the Office Services Department. Accurate preparation of duplicating transmittal sheets. Answering and screening telephone calls. Providing backup telephone coverage for other team members. Posting accurate daily entering of timekeeper time records to the accounting system, reviewing for accuracy, editing content and grammar, and correcting any errors. Maintaining a digital file of daily Intapp Time reports. Maintaining accurate and up-to-date databases such as name/address lists in Outlook, client/matter numbers, and marketing databases. Faxing documents or submitting materials for faxing. Accurate preparation of fax transmittal sheets. Scheduling/calendaring appointments such as depositions, production of documents, client meetings, trials, court hearings and appearances. Scheduling meetings, arranging for conference rooms and making meal arrangements. Scheduling outside vendor services such as court reporters or expert witnesses. Greeting clients and providing assistance when needed. Assisting as a backup assistant for other timekeepers and assisting other secretaries with overflow work. Performing other related duties required based upon the unique practice of the attorney, such as practice development initiatives, committee project work, executive assistant work for personal matters of the attorney and other Firm responsibilities. Performs any other administrative tasks as may be assigned by the Secretarial Services Manager.
The candidate should have a High School diploma or equivalent. 4 years College Degree or equivalent work experience is preferred. Should have 2+ years of experience as a legal secretary or other relevant experience in order to be familiar with court rules, procedures, calendaring requirements so as to be able to perform litigation and administrative duties in professional services setting. Should have exceptional interpersonal and related skills in order to communicate effectively with diverse groups of legal and support staff on confidential and sensitive firm matters. Must be able to organize and prioritize workload and use own judgment in decision making on how to adequately and efficiently meet all deadlines. An ability to take the initiative in handling projects and anticipating what needs to be done. An ability to understand and follow specific and detailed instructions. Must display a professional manner with clients, attorneys, paralegals and other staff members. Must be able to make productive use of working hours and exhibit strong time and priority management skills. Strong Microsoft office software skills, specifically Word, Excel, PowerPoint and Outlook are critical. Should have outstanding organization and prioritization skills, a high degree of professionalism, the ability to exercise good judgment, and strong interpersonal skills.
Email: firstname.lastname@example.org NO CALLS PLEASE
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