Legal Secretary in Long Island City, NY| LawFirmStaff

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Title : Legal Secretary

Location : New York - Long Island
Refer to Job # VXAF706262

This firm is very strong in most practice groups, and in our opinion is an excellent firm to work for. The firm has a long history, and has managed to draw some well-known political figures into its partnership ranks. The associates we have spoken with at this firm describe it as a good place to work and for the most part the associates working here believe that the partners are friendly and accessible. Additionally, the people who work at this firm are all fairly friendly; however, some associates we have spoken with have told us that there appears to be an air of formality to their friendliness. While the Firm does not always get high marks for diversity, much of that has changed in recent years. Additionally, this firm consistently ranks near the top for quality of life issues and the associates who work here all seem to be fairly enthusiastic about the quality of life of the firm. This firm compensates its associates very well, and there are few complaints about compensation issues. While the firm does have a flex time program, many of the associates we have spoken with do not appear that pleased with the program and believe it could use improvement. We should note that one thing that is notable about this firm is that it does appear very well positioned at most times because it is consistently able to generate work and keep its associates in most departments busy.
Legal Secretary Duties: Provides confidential administrative support to assignments, performing secretarial tasks of confidential nature including, composing or preparing documents and correspondence. May require spending long periods of time at computer workstation. Schedules appointments and performs other tasks related to maintaining assignments calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements. Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials. Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx s, etc. Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc. Answers telephones and delivers accurate and timely messages. Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients. Inputs attorney time utilizing the Firm s time entry software on a daily basis. Interacts with clients, vendors, attorneys and staff to maintain good relations. Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending. Closes files per lawyer requests. May require lifting file bank boxes containing client files. Reconciles and submits travel, client development, and client expenses for reimbursement through Metastorm and reconciles AMEX statements for all assignments. Supports all lawyers nearby as needed. Runs conflict checks, opens new matters and revises existing matters using NBI software. Processes billing for assignments who are designated billing lawyers. Maintains assignments contacts and reconciles with InterAction. Redacts confidential information. Proofs documents/presentations. Transcribes dictation. Maintains court docket entries on assignments calendars. Reconciles assignments soft costs through Copitrak. Maintains court docket entries on assignment calendars. Prepares expense reports and check requests. Understands and facilitates timekeeper time entry system. Assists in preparing and setting up closing binders and may need to assist during closings. Works as backup for other secretaries on the floor. Performs additional duties appropriate to the specific Department and assignments. Performs additional duties as assigned by lawyers, paralegals, Secretarial Services Manager and/or Office Administrator. Requirements: High School Diploma required. Some college and/or PLS Certification desired. 5+ years' work experience in a law firm environment, or related professional experience. Knowledge of legal terminology and of court system and rules for filings and correspondence. Ability to gather data, compile information and prepare reports. Strong organizational and records management skills. Ability to communicate effectively and with tact and diplomacy, both orally and in writing. Ability to maintain confidentiality of all information. Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community. Advanced computer and software application skills. Ability to organize and prioritize numerous tasks and complete them under time restraints. Working knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc. Working knowledge of New Business Intake, LegalKey, Copitrak, InterAction, CarpeDiem, and Elite software. Knowledge of Metastorm and Meeting Room Manager software. Ability to learn and use databases. Ability to work effectively with a wide range of individuals. Ability to multi-task and work well under time constraints. Ability to work well independently and in a team environment. Ability to proofread materials for contextual, grammatical, typographical or spelling errors. Must have strong organizational, decision-making skills and problem solving skills. Must be reliable, a self-starter and have a professional demeanor.
 
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