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Title : Legal Secretary

Location : Maryland - BETHESDA
Refer to Job # URTN743451

Legal Secretary Candidate will support the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperative with others in a team-oriented environment. Will support a set of attorneys as a primary assignment and also provides back-up secretarial assistance to others as assigned. Provides excellent customer service: answer main phone lines and direct calls; greet clients and vendors. Draft standard pleadings, correspondence, memoranda and other documents. Proofread all documents independently and effectively to ensure accuracy and completeness prior to distribution or filing. Consistently provides friendly and helpful telephone support and/or receptionist relief. Routinely reviews and follows-up on client deadlines and calendar appointments. Coordinates and makes necessary arrangements for meetings (i.e., depositions, mediations, interviews, and vendor and facility reservations). Ensures that mail is sent out of the office, i.e. regular mail, certified mail, or overnight mail. Performs legal research. Performs e-filings, prepare pleadings notebooks, update indexes and prepare exhibits. Maintain and organize files in an orderly manner. Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices for payment to client or accounting. Will be called upon to draft and proofread, and file complex legal documents and correspondence, and accuracy is extremely important. Participates in the timely review and submission of prebills and/or client bills. Accurately files court documents both electronically and in document form and able to determine and follow any local or judge specific requirements related to same. Regularly anticipates the needs of assigned attorneys in order to promote timekeeper efficiencies (i.e., drafts correspondence, prepares shell pleading and discovery documents in advance). Assists assigned attorneys with completing and tracking CLE compliance, presentations and training programs, other business development activities, and organizing all other non-billable activities. Accurately prepares and submits client conflict and intake forms. Follows the standard naming and profiling conventions when scanning, emailing, and saving documents to the document management system. Regularly and consistently updates client files, notebooks, and pleading indices. Maintains attorney specific case lists, charts, and status of cases and outcomes. Understands and accurately manages audit requests. Consistently updates all applicable contact records (including attorneys outlook and firm database). Timely reviews, follows-up on, and accurately files client-related emails. Properly prioritizes work assignments. Seeks appropriate assistance (from the office manager or attorneys) when conflicts arise. Consistently completes assigned tasks when expected. Willing and capable to offer assistance to others when needed. Enter, review and revise timesheets accurately. Develop, implement, and maintain systems to promote organization and efficiency. Understand and comply with office policies concerning file management, case lists, filing and recordkeeping. Effectively manage and monitor calendaring of deadlines and key dates. Exhibit knowledge of litigation process. Presents written communications that are concise and accurate. Effectively communicates with clients and vendors. Maintains an exceptional customer service attitude and demeanor at all times. Takes ownership; gets the job done without the need for prodding or supervision. Respects the time constraints faced by the lawyers in the office. Demonstrates a positive attitude and is approachable. Adapts well to fluctuations in workload and changes in responsibilities. Maintains a professional demeanor in high-stress situations. Is effective at limiting excessive socializing. Restricts personal telephone calls and other personal business during work hours. Keeps appropriate people informed of the status of projects, work and deadlines. Maintains a positive and can do attitude when dealing with clients, co-workers, and attorneys. Answers questions clearly and thoroughly. Contributes to an atmosphere of teamwork and congeniality. Qualifications: Exhibits good judgment and organizational skills to receive, record and disseminate all information on behalf of the clients and assigned attorneys (e.g., mail, interoffice mail, email, etc.). Knowledge of client-specific billing guidelines and restrictions and consistently applies those guidelines to ensure cost-effective practices.Strong writing skills, attention to detail, and the ability to learn quickly are key. Strong clerical skills including typing, transcribing, word processing, mail and contact management, spreadsheets, presentations, and all of the firms systems and databases. Able to juggle multiple assignments and/or deadlines while maintaining a professional demeanor and timely seeks assistance when needed. Strong understanding and abides by the policies and procedures of the firm and local office. Exhibits confident and professional verbal communication skills. High level of awareness of confidential information. Lexis Nexis, Pacer, ECF, Desksite or document management system, CompuLaw, Concur, Word, Outlook, PowerPoint and Excel. Attendance & Punctuality: Be consistently at work and on time; arrive at meetings and appointments on time; ensure work responsibilities are covered when absent. Excellent verbal and written communication skills. Respond promptly to attorney and client requests for service and assistance; meet commitments. Technical Skills: Possess basic PC skills; ability to use phone system, copier, scanner, fax, and printer. Demonstrated knowledge of legal terminology, legal documents, and legal processes in the Litigation Department, including the ability to mark and generate a table of contents and table of authorities. Accurate typing at a net speed of 65+ wpm (shorthand/speedwriting a plus). Strong computer proficiency in the use of MS Office (Word, Excel, PowerPoint and Outlook), Document Management System, Time Entry, e-Filing and database software. Ability to coordinate multiple tasks concurrently and to meet deadlines. Strong organizational skills, interpersonal skills, and attention to detail. Initiative, flexibility, resiliency, and a willingness to adapt to change.

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