What are the responsibilities and job description for the Legal Secretary - Transactional position at Haynes and Boone, LLP?
At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.
Haynes and Boone has been doing business in Houston for more than 30 years – consistently providing value to our clients in the local community, the U.S., and internationally. Our lawyers help major corporate clients grow and thrive in this energetic city, which has major connections to Latin America, Europe and Asia. Our Houston office focuses on energy, private equity, technology, real estate, intellectual property, environmental, business litigation, appeals, bankruptcy and restructuring, labor and employment, employee benefits and executive compensation, finance, tax, securities, mergers and acquisitions, and public and international law. We believe our people are the driving force behind our success in Houston. Because we value the role every individual plays in delivering exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.
This non-exempt position performs full secretarial and administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.
Essential Duties
The legal secretary reports directly to the Office Administrator or appropriate Human Resources representative, and indirectly to assigned attorneys.
Qualifications
Knowledge/Experience
Must have three to five years of experience working in a mid- or large-sized law firm. The secretary should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment. Working knowledge and experience with the Firm’s technology and applications strongly preferred (NetDocuments, Interaction, Chrome River, etc.). Prior experience handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another client relationship management database, is strongly preferred. Prior experience supporting more than one attorney is required.
Skills
The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook, PowerPoint and Adobe. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills is required. Must be knowledgeable with legal filing and record-keeping practices, as relevant to the specific practice. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service, ability to be flexible and work effectively as part of a team is required.
Education
The legal secretary should possess a high school diploma. Two years of college or equivalent preferred, but not required.
Physical Demands
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.
Working Conditions
Office environment. Overtime Required.
Haynes and Boone has been doing business in Houston for more than 30 years – consistently providing value to our clients in the local community, the U.S., and internationally. Our lawyers help major corporate clients grow and thrive in this energetic city, which has major connections to Latin America, Europe and Asia. Our Houston office focuses on energy, private equity, technology, real estate, intellectual property, environmental, business litigation, appeals, bankruptcy and restructuring, labor and employment, employee benefits and executive compensation, finance, tax, securities, mergers and acquisitions, and public and international law. We believe our people are the driving force behind our success in Houston. Because we value the role every individual plays in delivering exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success. We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork.
This non-exempt position performs full secretarial and administrative duties for attorneys under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.
Essential Duties
- Performs secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
- Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy, copy, format, etc.
- Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
- Maintains physical and electronic files, and contacts.
- Coordinates meetings and appointments, and properly receives clients/guests, as requested. Maintains appointment calendar for attorneys.
- Transcribes and composes correspondence for client-related matters.
- Prepares closing binders, as needed.
- Handles incoming and outgoing mail.
- Provides secretarial assistance to summer associates, visiting attorneys and attorneys whose secretaries are absent, as well as provide overflow assistance when needed.
- Occasionally may coordinate a courier service to deliver or collect documents for attorney at courthouse or other entities.
- Performs other related duties as needed or assigned.
The legal secretary reports directly to the Office Administrator or appropriate Human Resources representative, and indirectly to assigned attorneys.
Qualifications
Knowledge/Experience
Must have three to five years of experience working in a mid- or large-sized law firm. The secretary should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to general legal concepts and specific area(s) of assignment. Working knowledge and experience with the Firm’s technology and applications strongly preferred (NetDocuments, Interaction, Chrome River, etc.). Prior experience handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another client relationship management database, is strongly preferred. Prior experience supporting more than one attorney is required.
Skills
The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook, PowerPoint and Adobe. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills is required. Must be knowledgeable with legal filing and record-keeping practices, as relevant to the specific practice. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service, ability to be flexible and work effectively as part of a team is required.
Education
The legal secretary should possess a high school diploma. Two years of college or equivalent preferred, but not required.
Physical Demands
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.
Working Conditions
Office environment. Overtime Required.
