Support Staff Positions

Coughlin & Gerhart, L.L.P. offers employment opportunities for Support Staff positions.

We are currently seeking an experienced, full-time paralegal/legal secretary who would perform a variety of paralegal/secretarial duties for attorney in our Ithaca office. Knowledge of litigation/real estate is preferred. Maintains positive contact with clients, attorneys, and staff and observes confidentiality of client matters.

Qualifications for the position: High school education or equivalent required; two year paralegal/secretarial degree preferred. Experience and understanding of law office policies and procedures is a plus. Strong written and verbal communication skills as well as good organization/multi-tasking skills; ability to research problems and make sound decisions using manuals and other pertinent data. Ability to perform non-complex arithmetic calculations, maintain records and filing system. Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff. Keyboarding skills are also required to interface with the system through a personal computer. Software familiarity including Word, Excel and Outlook is preferred.

Coughlin & Gerhart, L.L.P offers a competitive salary in addition to an excellent benefit package including health, dental, vision and prescription drug coverage, 401(k) & profit sharing plan, and paid time off.

Please email or send resume and cover letter to:

Human Resources
Coughlin & Gerhart, L.L.P.
PO Box 2039
Binghamton, New York 13902-2039

Email Address: [email protected]

For more information about Support Staff positions at Coughlin & Gerhart, LLP, contact us at [email protected]


JOB DESCRIPTION

Job Title: Legal Secretary

Department: Firm's Practice Groups

Reports to Title: HR Administrator/Supervisory Attorney

FLSA Status: Non-exempt

GENERAL STATEMENT OF DUTIES:

The Legal Assistant will be responsible for managing day-to-day operations of the law firm, including carrying out administrative services, providing support to the legal team and ensuring that the firm remains in compliance with state legal regulations. This position has a strong work ethic, exceptional problem solving skills, and is comfortable working in a fast-paced and dynamic workplace.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Assist with the completion of intake calls of potential clients and direct to appropriate attorney.

Maintain the highest level of confidentiality. Receive clients and visitors and maintain good public relations with clients to ensure confidentiality of attorney-client relations.

Communicate, correspond, and coordinate time sensitive materials with various clients, outside counsel, courts, judges, vendor, etc.

Request confidential/time-sensitive documents (such as; medical records, trial notebooks, etc.).

Complete administrative duties such as making copies, answering and directing phone calls, and greeting clients.

Coordinate appointments, including all correspondence and necessary logistics.

Prepares correspondence, memoranda, and other legal documents from written and oral drafts; drafts and prepares standard correspondence and other documents.

Read, sort, and date incoming mail. Prepare outgoing mail for delivery (via US Mail, Fedex, hand delivery, fax, etc.).

Maintains detailed status reports on all active files for attorney's review.

Manage legal documentation and correspondence with the firm's Case Management System.

Operate Microsoft Office Suite and firm specific software programs including the firm's Case Management System.

Assist with accounting and billing.

Open new files including requesting conflict searches, obtaining attorney approvals, scanning the search into Case Management System, opening the file in the firm's Accounting software, entering related contacts in Case Management System, and preparing a physical file folder (and sub-folders if necessary) all within assigned time frame of 48 hours.

Closing files following all office procedures such as preparing files, scanning documents, saving documents into Case Management System, and running accounting reports.

Enter attorney's time into Accounting System. Review draft bills, photocopy, and prepare for final bills to be mailed.

Maintain all check requests and financial needs of the attorney through Accounting.

QUALIFICATIONS, KNOWLEDGE, and SKILLS:

Ability to read and understand written sentences and paragraphs in written documents; communicate effectively in writing as appropriate for the needs of the audience; ability to proofread and perform editing for format, contextual, grammatical, typographical and spelling errors of routine law office correspondence and legal case matters.

Perform non-complex arithmetic calculations when verifying calculations of forms and documents; maintain records and filing systems at a level normally acquired through completion of high school or equivalent.

Approximately two years' on-the-job experience in order to gain an understanding of policies and procedures and produce accurate legal documents with minimal supervision.

Ability to transcribe legal documents, correspondence and reports from rough draft or dictation.

Ability to learn and utilize a variety of software programs.

Ability to organize, manage and prioritize one's own time and/or time of others regarding numerous tasks and complete them under time constraints. Ability to concentrate and pay close attention to detail.

Interpersonal skills necessary in order to communicate and convey information effectively in person, by email and telephone and follow instructions effectively from a diverse group of clients and attorneys and provide information with ordinary courtesy and tact.

Potential client calls require a very high level of patience and understanding and the ability to communicate with diverse people.

Ability to stay calm during stressful situations, due to workload and deadlines, yet continue to perform and produce as required and expected.

Knowledge of federal and state civil court procedures and filing requirements preferred but can be trained.

Ability to follow complex instructions and guidelines in order to make decisions and take necessary action.

Ability to utilize diplomacy and discretion while disseminating information and while referring and directing callers and visitors.

Ability to work as a team with attorneys and staff.

EDUCATION and/or EXPERIENCE:

High School degree required; AAS degree preferred

CERTIFICATES, LICENCES, REGISTRATIONS:

None

SUPERVISORY RESPONSIBILITIES:

None

WORK ENVIRONMENT / PHYSICAL DEMANDS:

The work environment characteristics and physical demands described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position operates in a professional office environment. The noise level in the work environment is usually moderate. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, and scanners. While performing the duties of this job, the employee is regularly required to sit or be sedentary. Daily activities will require the position to routinely walk, stand, use hands and fingers, handle objects or controls, talk and hear, stand, and reach with hands and arms. Specific vision abilities required by this job include close vision. Other duties may require crawling, bending, kneeling, or squatting. The employee must occasionally lift and/or move up to 10 pounds.

Coordinator

We are seeking a full-time Coordinator to maintain the firm’s client files/information. High school diploma required; AAS degree preferred. Works closely with staff to stay within the guidelines of the firm’s policies and procedures, red flagging any potential liability concerns for the firm.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Running conflict reports for new client/matters. Updating client/matter information. Adjusting billing information when needed. Closing files in Orion system. Merging new attorney client lists with Coughlin & Gerhart’s.

Assisting with the daily function of the reception area as needed.

QUALIFICATIONS, KNOWLEDGE, and SKILLS:

Verbal Skills – Effective communication to convey information/training.

Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate.

Service Orientation – Actively looking for ways to assist people with processes.

Reading Comprehension – Understanding written sentences and paragraphs in work-related documents.

Social Perceptiveness – Being aware of others’ reactions and understanding why they react as they do.

Critical thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Written Comprehension – Communicating effectively in writing as appropriate for the needs of the audience. The ability to read and comprehend information and ideas presented in writing.

Monitoring – Monitoring/assessing overall process and making recommendations for improvements.

Time Management – Managing the firm’s conflict searching files.

Typing – Being able to type at a pace that eliminates errors but allows adequate time for a response by other staff.

Deductive Reasoning – The ability to apply general rules to specific problems to produce answers that make sense.

Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services.

Clerical – Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

Knowledge of Microsoft Office Suite and firm specific software programs including Case Management System.

Please email or send a confidential resume and cover letter to:

HR Administrator
Coughlin & Gerhart, L.L.P.
P.O. Box 2039
Binghamton, New York 13902-2039

Email Address: [email protected]