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Location : California - Irvine
Refer to Job # RJJD854609
Legal Secretary Responsibilities: Receive and screen telephone calls. Respond to inquiries on a variety of matters such as the status of pending cases, administrative and court rules, and appeal procedures. Arrange travel for assigned Partners and Associate(s) including scheduling transportation and hotel reservations. Produce legal documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; such as pleadings, briefs, opinions, complaints, administrative decisions, orders, and subpoenas from verbal or written instructions, occasional transcription, shorthand notes, rough drafts, and/or other materials which may be difficult to interpret and/or format. Proofread and correct prepared materials for correct grammar, spelling, punctuation, format, syntax, and content/ Receive, manage and confirm all assigned Partners, Associates, Paralegals and Secretaries are notified of profiled mail provided by Office Services Clerks from all offices via e-mail. Managing all calendaring of relevant dates for appearances and deadlines from all sources for assigned Partners, Associates and Paralegals in the Firm's calendaring program. Review legal documents to ensure they are in proper format and contain all necessary portions or related documents & exhibits for court acceptance; file legal documents with proper courts. Prepare and assemble materials, documents, and exhibits for meetings, appearances and hearings. Work with Office Services Clerks to establish and maintain office files, logs, indices, legal references and other information in connection with the work under the assigned Partners, Associates and Paralegals. Determine need for and requisition of supplies, equipment, and communicate the need for repair and maintenance services through Firm channels. Ongoing communication with Lead and Assistant Lead Legal Secretaries on prioritizing, managing and determining desk coverage for day to day tasks as well as planned/unplanned absences. Perform related duties as assigned by Partners, Associates, Paralegals, Lead and Assistant Lead Legal Secretaries. Maintain compliance with all company policies and procedures. Maintain Secretarial Resource Binder with relevant information pertaining to assigned Partners, Associates and Paralegals including case information. Attend monthly Secretarial Meetings to discuss workflow and other secretarial-related matters.
Qualifications: High School Diploma or GED required; college degree or legal secretarial certifications a plus. Should have 5-8 years of experience as a Legal Secretary supporting 3-5 assigned Partners, Associates and Paralegals. Experience with receiving calls, making appointments, and communicating all relevant information to assigned Partners, Associates, Paralegals and Secretaries. Experience with Litigation, State, Appellate and Federal Courts desired. Advanced Microsoft Office Skills (Word/Macros and Outlook). Experience with iManage, Judicial Council Form software, Compulaw, WestLaw-Drafting Assistant and PDF software (we use PDFDocs). Knowledge of Municipal Law is preferred not required. Knowledge of correct English usage, spelling, punctuation, and legal terminology. Knowledge of the organization and composition of correspondence, pleadings, and numerical and related documents. Knowledge of the organization and maintenance of filing systems related to the work. Knowledge of administrative hearing and court rules and procedures. Knowledge of legal terminology and syntax, and of the content, organization, and format of legal documents and correspondence. Skilled typing ability and knowledge of personal computers, hardware, software, and related applications and systems. Ability to follow complex instructions and interpret guidelines in order to make decisions and take necessary actions. Ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines. Ability to use diplomacy and discretion in giving out information to all related parties to a case.
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