Support Staff Positions

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

We are currently seeking a full-time Litigation Secretary to work in our main Binghamton office location with 2+ years' experience. Performs a variety of secretarial duties for attorney(s) to whom assigned according to established policies and procedures. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

Essential Duties and Responsibilities

  • Operates Microsoft Office products (Word & Outlook), Prolaw Electronic Document Management System, Orion legal billing system, photocopiers/scanners, postage meter and transcription equipment.
  • Prepares correspondence, memoranda and other legal documents from transcribing dictation and written and oral drafts standard correspondence and other documents.
  • Scans and electronic serves documents to outside parties prior to preparing for service via regular mail.
  • Processes third-party and vendor invoices for payment.
  • Screens telephone calls and records messages; responds to inquiries on a variety of matters, such as the status of pending cases, administrative and court rules, and appeal procedures; refers calls to appropriate personnel; acts as liaison between attorney and clients, as well as outside agencies.
  • Establishes and maintains calendars (both hard copy and electronic) and deadline reminder systems, schedules and arranges meetings and conferences, notifying all parties; coordinate travel arrangements; prepare itineraries and maintain travel records.
  • Opens new files, requests conflict of interest checks, and maintains all client and general files. Conducts periodic review for possible storage of older files.
  • Performs open file procedures, such as entering contact information for parties, attorneys and insurance companies into Prolaw, prepare drafts of any documents required at the time of opening, such as engagement letters, retainer agreements, authorizations, litigation hold letters and hearing notices.
  • Closes files following all office procedures, including preparing file for closing by cleaning out file and scanning any documents not yet scanned into Prolaw, running WIP from Orion, pulling any original materials to be returned to client and preparing closing cover sheet for submission to the Records Department.
  • Receives clients and visitors, maintains good public relations with clients, and observes confidentiality of attorney/client relationship.
  • Makes appointments for attorney(s); handles potential client calls dealing with litigation in areas of intellectual property, commercial disputes, product liability, medical malpractice, personal injury and automobile accident issues.
  • Works closely with administrative support staff; ensures that attorney billable time is processed in a timely manner, which can include the entry of 50-70 time entries per day.
  • Processes attorney invoices by proof-reading and editing as necessary, preparing cover letters and detailed vouchers, as needed.
  • Requests, reviews, and maintains medical records for various clients; prepares trial notebooks and exhibits


Ability to proofread and edit (e.g. punctuation, grammar, spelling) routine law office correspondence and legal case matters. Perform non-complex arithmetic calculations when verifying calculations on forms and documents; maintain records and filing systems at a level normally acquired through completion of high school or equivalent. Excellent written and oral communication skills, including basic knowledge of legal terminology.

  • Notary Public License Preferred.
  • Organization, prioritization, ability to multi-task, and attention to detail.

Please email or send resume and cover letter to:

Human Resources
Coughlin & Gerhart, LLP
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]