Building Relationships on Results

Legal Secretary- Binghamton, NY

Job Summary:

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

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