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Legal Secretary

Title : Legal Secretary

Location : New Jersey - Roseland
Refer to Job # ZTME732708

Legal Secretary The candidate will answer telephones for attorneys as well as others in the section in a professional manner; take messages and forward calls to appropriate parties. Process daily mail (open, date stamp and route). Maintain calendars of all assigned attorneys and schedule meetings for attorneys within parameters of attorneys' requirements. Draft/revise routine correspondence and documents. From handwritten notes, transcribing equipment, drafts or oral instructions, perform word processing on a variety of correspondence, reports, memoranda and legal documents as requested. Operate office equipment such as printers, facsimile machines, photocopying machines and pdf scanners. Ensure they are available for use (e.g. filled with paper, etc.). Maintain skills necessary to function effectively and meet all expectations of the role, including the basic functions of core technology tools. Schedule meetings and notify all parties involved; remind participants of meetings. Assist with court filings or other department-specific tasks. Enter important dates on department calendar. Remind attorneys of deadlines for filings, Federal Express packages, etc. Create new client matter accounts (conflict checks, intakes, retainer letter and file opening). Maintain contact lists for client matters. Organize and maintain electronic and paper client files and keep filing up-to-date; retrieve existing files through RIO and close out and send files off-site. Enter attorneys' time. Assist with monthly billing including meeting Finance Department deadlines, photocopying and final preparation for mailing. Prepare travel arrangements for attorneys and for clients, if needed. Provide coverage to other attorneys in section when assigned secretaries are out of office or when workflow requires/permits. Accept change and work to incorporate change into daily work environment. Clarify tasks; confirm understanding. The candidate must have positive and professional attitude and positive and cooperative relationships with legal staff, peers and administrators, as well as when interacting by phone or in person with the firm's clients and external contacts. 1+ year of secretarial experience in a law firm is required. Accurate typing skills of a minimum of 55 wpm, along with strong word processing skills utilizing Microsoft Word 2010, Outlook 2010, Excel, PowerPoint, docketing software and client relationship management software is required. Must have excellent telephone skills. Should have ability to transcribe tapes. Must have accurate spelling, punctuation, sentence structure and grammar. Should have knowledge of legal practices and terminology. Should have basic internet research (PACER, travel, etc.) skills. Must have knowledge of Finance Department forms (check requests, trust account service memos, expense reports). Should have demonstrated ability to communicate with clients, opposing counsel, courts, agencies and the general public in a professional manner. Must have demonstrate a professional demeanor at all times. Exhibit a desire to team with support staff, peers, attorneys and administrators. Must have ability to prioritize work and adjust priorities. Should have maintain reliable attendance record and punctuality. Should have sound knowledge of firm policies and procedures. Must have demonstrate willingness to undertake additional responsibilities and assist others when requested. Legal 1 - 0 Full Time 0000-00-00 00:00:00  


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