What are the responsibilities and job description for the Legal Secretary position at Hall Booth Smith, P.C.?
Summary
Responsible for providing full administrative support services to attorneys while remaining flexible to provide assistance in various critical areas throughout the Firm.
ESSENTIAL DUTIES AND RESPONSIBILITIES: “Essential functions” are primarily job duties that ONE must be able to perform unassisted or with some reasonable accommodation made by the employer:
Transcribe dictation and format letters, pleadings, and other forms.
Prepare rough draft, and proofread before finalizing legal documents.
Copy and mail all letters, documents, and packages to various parties via Certified, Registered USPS, FedEx, or courier service.
Properly file legal documents with the Courts and cc/bcc’s appropriate parties.
Ensure exact compliance with client guidelines relating to preparation and mailing of cc/bcc, copying of documents, and other client requirements.
Open new files, perform conflict checks, and at attorneys request draft acknowledgment or engagement letter to client.
Continuously maintain file content, indexes, and tabulations.
Maintain accurate computer cards and other sources of client/case information.
Accurately enter attorney billable time on a regular basis.
Maintain attorney calendar by denoting due dates for answers, depositions and other pleadings, hearings, trial calendars, etc.
Open and manage or route attorney mail to appropriate counsel.
Review and confirm all client bills and other invoices and forward for payment on a regular and consistent basis in accordance with client guidelines.
Close and prepare files for storage.
Prepare files or assist paralegals in preparing files for upcoming hearings and depositions.
Answer and screen calls for attorneys, communicating with professionalism, respectfulness and tact.
Schedule depositions as necessary.
Participate as a member of one or more strategic planning committees.
Mentor and train new employees in the position.
Perform receptionist duties and remain flexible and open to requests for support or assistance outside of the scope of this job description and to other duties as directed by the Management team.
Knowledge, Skills, And Abilities Required
Knowledge of various court rules and filing requirements.
Knowledge of the format of various legal documents including, but not limited to, Requests for Reproduction of Documents, Responses to Interrogatories, Notice of Representation, Certificates of Service, Motions and other pleadings.
Broad knowledge of terminology (legal, medical, other) as it relates to the particular practice area(s)
Spelling, diction, and grammatical skills equal to or above a level normally acquired through successful completion of a high school or general education degree.
Skills in organization, prioritization, proofreading, and attention to detail to allow for timely, effective, and accurate performance of job duties with little or no outside assistance.
Impeccable integrity in confidential matters.
Interpersonal skills sufficient to communicate with a diverse group of attorneys, staff, and clients and to provide or obtain information with ordinary courtesy, diplomacy and tact.
Accurate typing ability of 70 wpm and comprehensive computer and office equipment experience.
Additional Requirements
Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
Work requires sitting, bending, stooping, computer keyboarding and continuous use of hands, telephone contact, reading, and may require lifting of 25-50 lbs. or more.
Work may require traveling to offsite locations for collection of materials or filing of documents; therefore work may require driving.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.
Responsible for providing full administrative support services to attorneys while remaining flexible to provide assistance in various critical areas throughout the Firm.
ESSENTIAL DUTIES AND RESPONSIBILITIES: “Essential functions” are primarily job duties that ONE must be able to perform unassisted or with some reasonable accommodation made by the employer:
Transcribe dictation and format letters, pleadings, and other forms.
Prepare rough draft, and proofread before finalizing legal documents.
Copy and mail all letters, documents, and packages to various parties via Certified, Registered USPS, FedEx, or courier service.
Properly file legal documents with the Courts and cc/bcc’s appropriate parties.
Ensure exact compliance with client guidelines relating to preparation and mailing of cc/bcc, copying of documents, and other client requirements.
Open new files, perform conflict checks, and at attorneys request draft acknowledgment or engagement letter to client.
Continuously maintain file content, indexes, and tabulations.
Maintain accurate computer cards and other sources of client/case information.
Accurately enter attorney billable time on a regular basis.
Maintain attorney calendar by denoting due dates for answers, depositions and other pleadings, hearings, trial calendars, etc.
Open and manage or route attorney mail to appropriate counsel.
Review and confirm all client bills and other invoices and forward for payment on a regular and consistent basis in accordance with client guidelines.
Close and prepare files for storage.
Prepare files or assist paralegals in preparing files for upcoming hearings and depositions.
Answer and screen calls for attorneys, communicating with professionalism, respectfulness and tact.
Schedule depositions as necessary.
Participate as a member of one or more strategic planning committees.
Mentor and train new employees in the position.
Perform receptionist duties and remain flexible and open to requests for support or assistance outside of the scope of this job description and to other duties as directed by the Management team.
Knowledge, Skills, And Abilities Required
Knowledge of various court rules and filing requirements.
Knowledge of the format of various legal documents including, but not limited to, Requests for Reproduction of Documents, Responses to Interrogatories, Notice of Representation, Certificates of Service, Motions and other pleadings.
Broad knowledge of terminology (legal, medical, other) as it relates to the particular practice area(s)
Spelling, diction, and grammatical skills equal to or above a level normally acquired through successful completion of a high school or general education degree.
Skills in organization, prioritization, proofreading, and attention to detail to allow for timely, effective, and accurate performance of job duties with little or no outside assistance.
Impeccable integrity in confidential matters.
Interpersonal skills sufficient to communicate with a diverse group of attorneys, staff, and clients and to provide or obtain information with ordinary courtesy, diplomacy and tact.
Accurate typing ability of 70 wpm and comprehensive computer and office equipment experience.
Additional Requirements
Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
Work requires sitting, bending, stooping, computer keyboarding and continuous use of hands, telephone contact, reading, and may require lifting of 25-50 lbs. or more.
Work may require traveling to offsite locations for collection of materials or filing of documents; therefore work may require driving.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.
