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Legal Secretary – Litigation

GENERAL STATEMENT OF DUTIES:

Performs a variety of secretarial duties for attorney(s). Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Operate a computer (programs include Microsoft Word, Outlook), electronic Document Management System, legal billing system, photocopiers/scanners, postage meter and transcription equipment.
  • Prepares correspondence, memoranda and other legal documents from written and oral drafts; drafts standard correspondence and other documents. Most oral drafts are in electronic dictation format.
  • 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.
  • Maintains detailed status reports on all active files and be able to provide information upon request.
  • Reads, sorts, dates and scans all incoming and outgoing mail.
  • Ensures outgoing mail is sent timely and, when necessary, uses express delivery services, following up on delivery.
  • Establishes and maintains calendars and deadline reminders, schedules and arranges meetings and conferences.
  • Opens new files, requests conflict of interest checks, and maintains all client and general files.
  • Closes files following all office procedures, including preparing file for closing.
  • 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.
  • 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, including following up on requests by telephone and in writing to locate records not received.
  • Prepares medical records binders, including organizing records chronologically and by provider.
  • Prepares trial notebooks and maintains exhibits.
  • Prepares and assembles materials, documents and exhibits for court appearance and hearings.

QUALIFICATIONS, KNOWLEDGE, SKILLS and ABILITIES:

  • Ability to proofread and edit (e.g. punctuation, grammar, spelling) routine law office correspondence and legal case matters.
  • Excellent written and oral communication skills, including basic knowledge of legal terminology.
  • Knowledge of federal and state civil court procedures and filing requirements, as well as the electronic filing procedures for each.
  • Ability to follow complex instructions and guidelines in order to make decisions and take necessary actions.
  • Ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines.
  • Ability to transcribe legal documents, correspondence and reports from rough draft or dictation at a level of 55 wpm with a high rate of accuracy.
  • Ability to effectively prioritize and meet deadlines.
  • Ability to multi-task and move from one project to another adapting for emergency projects.
  • Ability to work as a team with attorneys and staff.
  • Ability to organize and prioritize numerous tasks and complete them under time constraints.

EDUCATION and/or EXPERIENCE:

  • High school diploma required; AAS degree preferred.
  • Two years’ experience in a legal setting, specifically litigation preferred.

CERTIFICATES, LICENCES, REGISTRATIONS:

  • Notary Public License preferred

 

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