Legal Secretary- Binghamton, NY
The Legal Secretary will be responsible for carrying out administrative and legal services, by providing support to the legal team. This position may support one or more practice groups with a focus on Trusts & Estates. This role is a great opportunity for someone that is already a Paralegal or for someone that has interest in becoming a Paralegal.
Other 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.
- 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, UPS, 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.
- Open new files including requesting conflict searches.
- Complete administrative duties such as making copies, answering and directing phone calls, and greeting clients.
- Coordinate appointments, including all correspondence and necessary logistics
- 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:
- Competency in reading and understanding written sentences and paragraphs in written documents. Communicate effectively in writing as appropriate for the needs of the audience
- Proficiency in proofreading and performing edits for format, contextual, grammatical, typographical and spelling of routine law office correspondence and legal case matters.
- Ability to 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.
- 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. Workload requires a high level of mental effort to organize and maintain multiple files and handle the workload of multiple attorneys.
- 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.
- Patience, and Understanding while on client calls with the ability to communicate with a diverse population
- Ability to stay calm during stressful situations, due to workload and deadlines, yet continue to perform and produce as required and expected.
Education and/or Experience:
- Approximately one to two years on-the-job legal assistant experience preferred.
- Knowledge in Real Estate/Trust Estates highly desired.
- Notary Public License preferred
- High school diploma required; AAS degree preferred