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Location : Pennsylvania - Philadelphia
Refer to Job # LZQS712833
Legal Secretary Duties: Responsible for the accurate completion of work assigned by multiple timekeepers. Responsibilities include word processing, filing, billing, time entry, telephone answering, faxing, scheduling meetings and conference rooms, making travel arrangements, submitting expense reports, calendar maintenance and handling daily mail. Also responsible for assuring correct information is included in various databases including client/matter numbers, name, address lists and marketing mailing lists. All legal secretaries are assigned to a secretarial team which requires that they work as team players, assist with overflow work, maintain a good rapport with service departments and follow procedures and guidelines set by each administrative department. Completing all word processing work including, but not limited to, memos, letters, charts, check requests, new matter memos, briefs, pleadings, agreements, deeds, leases, tax returns, benefit plans, and other such documents specific to the timekeepers area of practice. Such work may be from hand-written copy, Dictaphone, dictation or edited typed work product. Preparing appropriate word processing billing information and completing word processing exception reports. Proofreading of all work, including reading documents for content and context. Submission of conflicts requests and preparation and submission of new business intake forms for new clients and/or new matters, including preparation of appropriate accompanying engagement letter. Developing proficiency in all other Microsoft Office suite software applications to include PowerPoint and Excel. Duplicating documents, books and other papers as needed. Inputting appropriate duplicating billing information and completing duplicating exception reports. Submitting large duplicating jobs to the Duplicating Department. Accurate preparation of duplicating transmittal sheets. Preparing and maintaining digital temporary and permanent client and office files and chronological daily letter and memo files. Maintaining up-to-date, orderly file indexes for legal documents. Updating of periodicals and loose leaf publications as necessary. Answering and screening telephone calls. Preparing appropriate telephone billing information by programming information into the telephone and by completing telephone exception reports. Providing backup telephone coverage for other team members. Posting accurate daily entering of timekeeper time records to the accounting system. Maintaining a digital file of daily DTE reports. Working with Billing Department to prepare client billings. Working with Billing Department to resolve billing problems and efficiently processing final billing statements and letters. Maintaining accurate and up-to-date databases such as name/address list client/matter numbers; and marketing databases. Faxing documents or submitting materials to Telecommunications Department for faxing. Accurate preparation of fax transmittal sheets. Scheduling meetings, arranging for conference rooms and making meal arrangements for meetings. Scheduling outside vendor services such as court reporters or expert witnesses. Coordinating timekeepers calendar with own and reminding of various meetings, appointments, court dates, etc. Liaison with Docket Department. Greeting clients and providing assistance when needed. Working with Firm travel agents to make travel arrangements, including transportation, automobile rentals and hotel reservations. Preparing and submitting proper expense reports to the Accounting Department. Performing other related duties required based upon the unique practice of the attorney, such as, Practice Leader administrative work, practice development or marketing initiatives, committee project work, and Board of Directors responsibilities. In addition, a limited amount of secretarial work for personal matters of the attorney is to be expected.
Requirements: High School diploma or its equivalent. Certificate or Degree from a Business School is preferred. 3+ years' legal secretarial, executive secretarial or secretarial administrative assistant experience. Strong secretarial skills including typing, proofreading, spelling, grammar and math. Knowledge of PC and Windows applications. 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 following 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.
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