Legal Support Specialist

Summary

A legal secretary assists lawyers and other legal personnel with regard to various administrative details; coordinates and maintains effective office procedures and efficient workflow; follows policies and procedures set by the Firm; establishes and maintains harmonious working relationships with all personnel, clients, vendors and guests of the Firm.

• Types, formats, edits and finalizes documents, including correspondence, memoranda and standard legal documents for transactional clients, including handling tasks related to transactional legal matters like contracts, mergers and acquisitions, manage calendars, prepare legal documents, and coordinate communication between lawyers and clients during deal processes, in accordance with the Firm’s document formatting standards using standard computer software specific to the legal industry.
• Ability to format and review legal documents such as pleadings, briefs, motions, discovery requests, and correspondence, ensuring accuracy and compliance with court rules, in preparation for electronic submission with relevant state and federal courts.
• Support attorneys in pre-, during, and post-trial stages.
• Initiate correspondence and other written materials under own signature or for signature of timekeepers; proofread all work to ensure proper formatting; spelling and grammar.
• Aid other Secretaries within assigned teams whenever necessary to meet Firm and client needs; organize and prioritize workload for maximum efficiency and facilitation of Firm and client goals. Foster professional, cooperative and supportive relationships with peers, superiors, and clients.
• Manages multiple lawyer-assignments and organizes clerical functions and work flow to meet administrative and client needs.
• Act as a subject matter expert for policies and procedures.
• Manages the onboarding of new clients from the processing of conflicts to the assignment of billing information. Works with various Firm departments and resources to complete engagement processes in an expedited and accurate manner.
• Enters, proofreads and posts lawyers’ time entries. Works to ensure time entries are in compliance with client billing requirements and to ensure timeliness of entries in compliance with Firm policy.
• Coordinates travel arrangements, including air, hotel and ground transportation for lawyers and clients. Processes lawyers’ travel expenses.
• Proofreads all documents, correspondence, etc., to ensure accuracy of copy, grammar, punctuation and syntax. Checks to ensure accuracy of jobs sent to duplicating service.
• Receives, screens telephone calls, conference calls and messages to lawyers, clients and staff (as directed from assignments). Works with various audio and video software to calendar and create calls on behalf of assignments.
• Promptly processes incoming and outgoing mail and distributes upon receipt (as directed from assignments).
• Coordinates conferences, meetings and appointments for lawyers and clients both in person and via remote options. As required, schedules conference rooms and food service using specific Firm software and procedures.
• Manage complex calendars using considerable discretion and judgment as to priorities and effective use of timekeepers’ time; deflecting lower-level issues.
• Works with other Firm departments and resources to coordinate and complete tasks as necessary for the management of multiple responsibilities and assignments.
• Coordinates client billing with billing services (as directed from assignments). Monitor and reconcile billing discrepancies and coordinate with the billing department to resolve issues; maintain information on billing arrangements for key clients.
• Maintains a safe and unobstructed work area, including a neat and well-organized desk. Demonstrates safe work practices.
• Maintains accuracy of electronic and hardcopy client files on a daily basis through both the Firm’s document management system and various electronic repositories for client materials in accordance with standards set by Records Management Center.
• Performs other work related duties as assigned or as judgment or necessity dictate.

Requir…