POSITION SUMMARY
Legal Secretary is an administrative assistant trained exclusively in the field of law. Through a comprehensive and specialized training program, legal secretaries are proficient at handling all administrative duties within a law office or legal department setting. Legal Secretary primary responsibilities are to prepare correspondence and legal papers such as summonses, complaints, motions, responses, and subpoenas under the supervision of an attorney or a paralegal. Review legal journals and assist with legal research.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Welcomes guests and clients by greeting them in person or on the telephone; answering or directing inquiries.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; coordinating case preparation.
Conserves attorneys time by reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents; drafting letters and documents; collecting and analyzing information; initiating telecommunications; organizing client conferences, and attorney meetings; scheduling couriers, court reporters, expert witnesses, and other special functions; coordinating preparation of charts, graphs, and other courtroom visuals; preparing expense reports.
Maintains attorney calendar by planning and scheduling conferences, teleconferences, dispositions, and travel; recording and monitoring court appearance dates, pleadings, and filing requirements; monitoring evidence-gathering; anticipating changes in litigation or transaction preparation requirements.
Represents attorney by communicating and obtaining information; following-up on delegated assignments; knowing when to act and when to refer matters to attorney.
Generates revenues by documenting and inputting attorney billable time and reimbursable expenses; preparing invoices; tracking payments.
Maintains client confidence by keeping client/attorney information confidential.
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions; maintaining transcripts; documenting and maintaining evidence.
Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs.
Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
Prepare correspondence and legal papers such as summonses, complaints, motions, responses, and subpoenas under the supervision of an attorney or a paralegal.
Review legal journals and assist with legal research.
Perform transcription and dictation
Prepare statistical reports, confidential and sensitive documents, agenda for meetings, office budget, itineraries
KEY SKILLS
Ability to effectively communicate orally and in writing with attorneys and staff about complex legal procedures
Ability to manage multiple/simultaneous requests, assign priorities and achieve solutions within deadlines
Strong written and verbal communication skills
Ability to work well in a demanding and fast-paced environment.
Independently as well as effectively within a team
Ability to use diplomacy and discretion in giving out information and in referring and directing callers and visitors
Knowledge of legal terminology and syntax, and of the content, organization, and format of legal documents and correspondence.
EDUCATION & EXPERIENCE
Minimum two years of legal office experience involving administrative support practices
Knowledge of various court websites, docket searching and document retrieval databases (ie. PACER, NYSCEF, e-Dockets, CourtAlert; Westlaw, and Lexis/Nexis)
College degree (preferably in law field) preferred
WORK SCHEDULE
Full-time. Evenings and weekends may be required dependent on case loads and current business.
EQUIPMENT, MACHINES, VEHICLES USE
Office equipment: computer, phone, printer, scanner, fax, mobile technology
WORK ENVIRONMENT
Indoor medical office setting: air conditioned, moderate noise level.
COMPENSATION
TBD