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