Large national firm – 80+ attys in downtown LA – very established
Under general supervision and according to established policies and procedures, provides litigation practice support to the firm’s attorneys and their clients; maintaining positive contact with attorneys and support staff (both internal and external), clients and vendors. Observes confidentiality of client and firm matters. This position is responsible for the accurate completion of work assigned by multiple timekeepers. Responsibilities include litigation support functions including court filings and legal calendaring; word processing, filing, time entry, answering telephones and faxing; scheduling meetings and conference rooms, making travel arrangements, submitting expense reports, calendar maintenance, and handling daily mail. Also responsible for maintaining various lists including client/matter numbers, name, address lists and marketing mailing list. All legal secretaries are assigned to a secretarial team which requires working as a team, assisting with overflow work, maintaining an excellent rapport with service departments and following procedures and guidelines set by each administrative department.
Sends copies of all appropriate dates to firm Central Docketing Department and works with them to ensure that all dates recorded are accurate; inputs relevant entries in attorney’s Outlook calendar.
Drafts and types various kinds of documents, including correspondence, pleadings, memoranda; proofreads documents for errors and corrects errors; assembles case binders.
Schedules/calendars appointments such as depositions, production of documents, client meetings, trials, court hearings and appearances.
Schedules messengers and other vendors for pick-up of documents for errands such as filings with court, delivery of documents to counsel and other types of errands.
Coordinates court filings including filing of pleadings via electronic filing procedures as mandated and approved by the court.
Reviews, sorts and distributes mail; reviews and calendars due dates from documents, letters and other mail received. Answers telephones and records messages, as necessary.
When needed, inputs the attorney’s timesheets into Intapp; reviews for accuracy and corrects any errors; and releases time by deadlines.
Reviews client billing for accuracy; edits content/grammar using the firm’s billing application.
Performs administrative functions such as opening new matters, preparing check requests for vendor statements, expense reports and other administrative tasks.
Maintains Outlook Calendars; organizes and schedules small and large meetings in person and/or via conference calls which may include arranging for conference rooms and meals.
Makes travel arrangements utilizing the firm travel agency.
Works with attorneys to monitor incoming fax and email regarding client matters.
Maintains and updates client files and emails following the Firm’s electronic document management system procedures.
Maintains accurate and up-to-date databases such as name/address lists, client/matter numbers; marketing databases such as the firm’s global CRM system; and legal document service lists.
Follows firm procedures to open new business following established New Business Intake procedures.
Participates in office secretarial team leader and back-up system for absence coverage.
Performs any other administrative tasks as may be assigned by the attorneys or Business Manager.
Education: High School Diploma or equivalent required. College degree or equivalent experience is preferred.
Experience: At least five years experience as a legal secretary in order to be familiar with court rules, procedures, calendaring requirements to allow incumbent to perform litigation and administrative duties in a professional services setting.
Skills: Ability to read and write in English in order to prepare routine office correspondence, pleadings and forms; ability to proficiently use firm provided software programs for word processing, document management, timekeeping, business expense claims, check requests for vendor expenses (Ex: Microsoft Outlook, Word, Excel, Powerpoint; FileSite, Adobe Acrobat, Intapp, Chrome River, iRM); perform non-complex arithmetic calculations when verifying calculations on forms and documents and when maintaining records and files at a level normally acquired through high school or the equivalent. Must be able to pass (above average scores) the following tests: typing (75wpm); dictaphone transcription (75wpm); spelling; sentence structure; proofreading; punctuation; litigation test