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Title : Litigation Legal Secretary

Location : Illinois - Chicago
Refer to Job # OBMX726386

Litigation Legal Secretary Responsibilities: Word processing, filing, E-filing of cases, 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 list. All legal secretaries are assigned to a secretarial team which requires that they work as team players, assist with overflow and backup work, maintain a good rapport with service departments and follow procedures and guidelines set by such departments. Completing (or arrange for completion of) all word processing work including, 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. Submitting word processing jobs to Business Center with accurately prepared transmittal. 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. Proficiency in all Microsoft Office suite software applications to include Word, PowerPoint, Outlook 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 temporary and permanent client and office files and chronological daily letter and memo files. Maintaining up-to-date, orderly file indexes for legal documents. Maintaining up-to-date permanent file record book. Providing complete and accurate information to Records Clerks assisting with file preparation. Answering and screening of routine telephone calls. Posting accurate daily attorney time entries to the accounting system. Maintaining a file of daily DTE reports. Preparing client billings and maintaining attorneys files containing statements and related billing data. Reviewing Detailed Billing Reports. 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 such as the firm s global CRM system (Microsoft Dynamics CRM). Scheduling meetings, arranging for conference rooms and making meal arrangements. 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. Greeting clients and providing assistance when needed. Making travel arrangements, including transportation, automobile rentals and hotel reservations. Preparing and submitting proper expense reports to the Accounting Department. Assisting as a backup replacement secretary for other timekeepers when assigned primary secretaries are not available. Assisting other secretaries with overflow work. Performing other related duties required based upon the unique practice of the attorney, such as, but not limited to, PGL administrative work, practice development 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 if time is available. Depending upon practice groups assigned, the following may also be required: electronic filing, docketing, preparation of closing binders, filing of emails in e-folders, maintenance of e-rooms, preparation of tax forms, etc. Other duties and responsibilities as assigned. 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. Experience processing client bills is a must. 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 be a self-starter and take the initiative in handling projects and anticipating what needs to be done. An ability to understand and follow 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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