What are the responsibilities and job description for the Legal Secretary position at Hinshaw & Culbertson?
Legal Secretary
Hinshaw & Culbertson LLP, a national law firm, currently has an excellent full-time employment opportunity for an experienced Legal Secretary in our New Jersey office. We offer competitive compensation and an excellent benefit package.
Position Summary:
The Legal Secretary performs complex and specialized secretarial and administrative duties related to the specific work and function of the attorneys to whom assigned. Keeps professional office environment organized and provides excellent client/customer service.
Duties and Responsibilities:
- Prepares, edits, files and may compose legal, corporate and/or transactional documents, including but not limited to, letters, memoranda, pleadings, motions, discovery, agreements, subpoenas and other legal documents as required by the practice area. Files documents with the courts, including e-filing. Transcribes from electronic dictation program, tapes and/or handwritten documents.
- Updates and maintains databases that include e-mail lists, iCreate info and client matter lists.
- Screens telephone calls and/or take messages when needed. Opens, reads and sorts all incoming mail. Opens new files, checks conflicts of interest, maintains client and general files. Conducts periodic review of files for possible closure/off-site storage.
- Greets clients and visitors. Maintains professional appearance and demeanor. Maintains good public relations and customer service with clients. Maintains confidentiality of attorney-client relationship.
- Establishes and maintains calendar and deadline reminder systems. Records court dates, deposition dates, etc. Works with attorneys, secretaries and docketing personnel to ensure accuracy of calendar. Schedules appointments and makes business travel arrangements. Communicates with administrative support by apprising of deadlines, attorney travel plans, etc.
- Ensures attorney timesheets are completed.
- Other related duties and special projects as assigned.
Qualifications and Prior Experience:
- AA degree or equivalent required.
- Minimum of five plus years of legal secretarial experience is required.
- High organizational skills are preferred.
- Knowledge of or ability to learn office procedures, rules and regulations. Knowledge and competency of computer programs and relevant software applications including Outlook, Word, Excel, PowerPoint and Adobe. Knowledge of State and Federal court rules (including e-filing) and local rules where applicable, pertaining to litigation, corporate and/or transactional procedures, requirements and practices.
- Ability to effectively and accurately communicate orally and in writing; correctly apply departmental rules, complex regulations and procedures; maintain a high degree of confidentiality and attention to detail; work well under pressure and time sensitive situations; proofread and perform editing of routine law office documents; transcribe legal documents, correspondence and reports from written drafts or dictation at a level of 70 wpm; organize and prioritize numerous tasks and complete them under time constraints; solve problems and work well within a team environment; incur overtime in order to perform the essential duties of the position; may require irregular hours.
- Interpersonal and customer service skills necessary to professional communicate with and effectively follow instructions from a diverse group of clients, external entities, attorneys, management and staff.
This job description is intended to describe the general nature and level of the work being performed by employees in this job. It is not intended to be a complete list of all responsibilities, duties, and skills required for this job classification.
Note To Agencies and Applicants: At this time, Hinshaw & Culbertson LLP will not be accepting applications submitted through search firms for this position. All qualified candidates must submit their own applications to be considered for this position.
As an EEO/AA employer, Hinshaw & Culbertson LLP will not discriminate in its employment Practices due to an applicant’s age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, protected veteran or disability status or any other factor prohibited by law.
