What are the responsibilities and job description for the Estates and Trust Legal Secretary / Administrative Assistant position at Lovett Bookman Harmon Marks LLP?
Position Summary:
This position is responsible for the completion of work assigned by multiple lawyers and/or para-professionals. Responsibilities include word processing, filing, billing, time entry, answering telephones, faxing, scheduling meetings and conference rooms and mail processing.
Essential Functions:
1. Completion of word processing work including, but not limited to, memos, letters, charts, reimbursement/check requests, new matter memos, pleadings, briefs, agreements, wills, trusts, powers of attorney, tax returns and other documents specific to the lawyer's specific practice. Work may be from hand-written copy, dictation or marked up typed work product, proofreading of all work, including reading documents for content and context.
2. Duplicating and/or binding of documents, books and other important papers, as needed.
3. Preparing and maintaining client and office files, to include a chronological daily letter/memo file; including electronic file management – scan, save, and categorize files and documents in digital format.
4. Answering and screening telephone calls for the main Firm number as well as for the particular individuals the assignment supports.
5. Entering, daily, attorney/paralegal time into billing system (Coyote).
6. Assist attorney/paralegal with updating and maintaining client contact database on an ongoing basis.
7. Scheduling meetings, coordinating conference room(s) and meeting arrangements and, as necessary, scheduling outside vendor services such as caterers or court reports.
8. Assisting as a backup secretary for other attorneys when secretarial support is minimal. Assisting other secretaries with overflow work, as schedules permit.
Job Requirements:
Education: Minimum two-year associate degree. Four-year degree preferred.
Experience: Minimum of 5 years legal secretarial, executive secretarial or secretarial administrative assistant experience.
Skills: Strong secretarial skills including typing, proofreading, spelling, math and grammar. Knowledge of PC and Windows-based applications. Must be able to prioritize and organize workload and use independent judgment skills in decision making in adequately and efficiently meeting all deadlines. Ability to take initiative in handling projects and anticipating needs of the attorney, paralegal or project. Ability to follow and understand specific, detailed instructions. Display a professional manner with clients, attorneys, paralegals, other staff members and outside vendors.
Salary : $50,000 - $65,000