What are the responsibilities and job description for the Birmingham Legal Secretary – Banking/Finance and Corporate position at Varnum LLP?
Legal Secretary – Banking/Finance and Corporate
Varnum LLP, a Michigan-based, full-service law firm with over 175 attorneys and seven offices, has a full-time opening for an experienced Legal Secretary in our Birmingham office supporting our Banking and Finance and Corporate practice teams. We are seeking a candidate who is organized and displays a keen attention to detail, with a superb commitment to client service. This individual should be comfortable working independently, as well as part of a team.
ROLES & RESPONSIBILITIES:
- Participates on a client-focused team displaying professionalism, excellent communication skills, and exercising personal judgment under the ultimate direction of assigned timekeepers.
- Prepare, edit, and proofread legal documents and correspondence, along with handling closing preparations.
- Files legal documents with appropriate attachments, both electronically and via traditional filing methods.
- Transcribes documents from dictation; proofreads and edits all documents to ensure accuracy and professional appearance.
- Answers telephone calls in a courteous and professional manner; forwards messages to the intended parties; answers non-legal questions. Places phone calls as needed or requested.
- Receives, reads and routes incoming postal mail.
- Arranges for the proper delivery of documents/projects via courier runs, hand-deliveries, Federal Express, UPS, Express Mail, etc.; provides complete information to courier for delivery.
- Maintains appointment and deadline reminder calendar (docket) for all case-related dates. Including but not limited to appointments, deadlines, and follow-up dates.
- Reviews calendar reports generated from docket control system.
- Enters and proofreads time in the billing system; to the extent possible, ensures accurate entry of complete information before each monthly deadline on an as needed basis.
- Opens new files, performs conflict of interest checks through conflicts control system, and maintains all electronic and physical client and general files in a neat and orderly condition.
- Closes inactive files in a timely manner and in accordance with the Record Retention & Destruction Policy and Guideline.
- Schedules depositions, hearings, appointments, and conference calls; prepares necessary documents and copies for meetings.
- Requests checks for filing fees, etc. and attorneys' business expense reimbursements.
- Assists with legal assistant work overflow or absence coverage as time permits or needs dictate and as requested by other attorneys, paralegals, or Human Resources representatives.
- Attend staff meetings, training sessions and other required employee meetings.
- Copying, typing, scanning, faxing and any other general office duty as needed.
- Maintains confidentiality in all firm and client matters.
- Assists with other firm work as directed by attorney or paralegal.
QUALIFICATIONS & REQUIREMENTS:
Education:
Completion of high school.
Experience:
- Two to three years on the job experience in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.
- Bachelor’s degree in legal studies or related field preferred.
- Experience supporting Banking and Finance and/or Corporate practice preferred.
Required Skills/Abilities:
- Proficient in MS Office Suite and legal document management software with the ability to transcribe legal documents, correspondence, and reports from rough draft, dictation, or transcription at a level of at least 30 wpm.
- Excellent proofreading skills.
- Exceptional organizational and multitasking abilities to meet deadlines and manage competing priorities.
- Works independently and completes tasks with minimal supervision.
- Professional demeanor and ability to work well in a team-oriented environment.
- Ability to communicate and follow instructions effectively from a diverse group of attorneys and staff.
- Committed to providing responsive client service.
- Occasional hours outside of normally-scheduled hours.
Preferred Skills:
- Knowledge of iManage, Adarant, EAPro, Intapp or other document management systems.
Hours:
- 8:00 a.m. to 5:00 p.m. Monday-Friday.
- 100% in-person.
Job ID: 237
