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Title : Legal Secretary - Public Finance

Location : Massachusetts - Boston
Refer to Job # AMSK826672

Legal Secretary - Public Finance Duties: Provide general secretarial support to assigned attorney(s) which may include typing and drafting documents, answering phones, scheduling appointments, calendar management, dictation, opening and distributing mail. Deals with sensitive, confidential information and ensures that day to day support for team runs smoothly and effectively. Prepare legal documents, correspondence, memos, letters and reports. Assist with drafting and preparing documents such as petitions, motions and interrogatories. Establish and maintains files and enters data into a case management system. Assist in preparing written and oral presentations. Organize, summarize and index documents. Send and retrieve documents from the Records Department as needed and follows work flow procedures as it relates to opening/closing matters and generating engagement/disengagement letters. Assemble signature page packages, compile transcripts, and saving saves back-ups for client files. Assist in preparation of closing transcripts (hard copies and PDF). ?Utilize electronic version of IRS, and tax returns needed for bonds or notes.? Assemble signature page packages, compiles transcripts, and saves back-ups for client files. Maintain and updates form files.Utilizes mail merges to prepare bonds. ?Open, maintain, and close matter files, which may include: having a basic understanding of organizational structure so as to effectively process conflicts checks; preparing, revising, and transmitting engagement and disengagement letters; sending and retrieving documents and files to and from Records using LegalKey; and maintaining electronic file organization on Firm's database.Ensures filing is done on a consistent basis.? Cull needed information from documents, i.e., Preliminary Official Statements (POS) and Final Official ?Statements (FOS) to be inserted into various form documents for closing packages.? Prepare electronic filings: POS and related documents downloaded from various sites; saved to ?relevant ?client/matter numbers.? Downloads POS and OS from various sites, maintenance of filings/e-mails for Massachusetts Clean Water Trust. Records, revises, and submits attorneys timesheets in DTE. Address billing matters, including: working with accounting department for monthly ?preparation and distribution of invoices; preparing billing status letters to clients; and communicating with clients on billing matters. Answer telephone calls, handle routine inquiries for internal and external contacts, transfer or direct callers to appropriate contacts as needed, relay ?messages in the most effective and timely manner, and take thorough messages when needed.? ?Exhibit sound judgment, maintain a courteous and service-driven demeanor, provide a high level of service, and display a helpful, proactive, and professional manner when interacting with clients, opposing counsel, other parties, attorneys, staff, and any other contacts.Support and cultivate these standards. Maintain attorneys calendars and contact lists as requested, which may include: arranging all aspects of internal ?and external client meetings and conferences; staying apprised of events or deadlines on calendars; and actively ?communicating changes or reminders as needed.Maintain contact lists for G.O. Municipal contacts and G.O. contacts.? Coordinate all business-related travel arrangements, including submitting all ?business-related expenses for reimbursement on behalf of the attorneys as needed.? Maintain familiarity with legal terminology, federal and state agency rules, electronic filing protocols, and basic legal procedure.? Operate standard office hardware (including computers, photocopiers, printers, and scanners) and software to effectively and efficiently perform job duties. This includes: scanning and revising documents using hardware and software; and converting and formatting documents between and among software applications. Display initiative in learning new skills and in expanding existing skills through self-directed development and Firm-?sponsored training programs, and in sharing knowledge with others in the Firm. Perform word processing duties as required.? Perform other duties and responsibilities as assigned. Qualifications: Bachelor's Degree required. 3+ years of legal administrative or secretarial experience in a fast paced organization. Excellent computer skills and intermediate to advanced proficiency with word processing, spreadsheets, Internet, presentation and time and billing software. Advanced skills in MS Word, Excel, Outlook and PowerPoint is required. Prior experience with Elite preferred. Typing speed of 65+ WPM with a high degree of accuracy. Ability to balance customer service while delivering high results and productivity. Effective oral and written communication skills with strong knowledge of grammar, spelling, punctuation and legal terminology. Ability to communicate effectively with attorneys, management, and support staff, ?including acting as a liaison between and among internal departments and outside agencies.? Ability to work within in a team environment as well as independently.? Must be available to work overtime when requested and/or needed.? Use initiative and creativity to research solutions to, then solve, problems.? Be proactive and able to anticipate the needs of the attorneys.? Have a strong work ethic; be able to work under time constraints and multi-task projects to ?meet deadlines and conflicting demands.? Effectively handle numerous tasks and a high-volume workload.

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