What are the responsibilities and job description for the Legal Secretary position at Hinkle Law Firm LLC?
Position Title: Legal Secretary
Reports To: Ryan Farley, Member Attorney
FLSA Status: Non-Exempt
Position Summary:
The Legal Secretary provides high-level administrative and legal support to an attorney in the Estate Planning and Probate Department. This position supports a client-focused practice involving estate planning, probate and estate administration, and related matters. The role requires exceptional organization, attention to detail, professionalism, and discretion while coordinating client communications, scheduling, document preparation, and the day-to-day administrative needs of a busy legal practice. The individual will work closely with the attorney, paralegals, and other staff to provide responsive service and help ensure matters progress efficiently and accurately.
Essential Duties and Responsibilities:
- Provide day-to-day administrative and legal support to the attorney and assist with management of a busy estate planning and probate practice.
- Manage the attorney’s calendar, including client meetings, document-signing appointments, internal meetings, deadlines, and other scheduling needs.
- Coordinate client appointments and serve as a professional point of contact for clients, prospective clients, attorneys, financial professionals, and other outside parties.
- Prepare, revise, proofread, format, and finalize correspondence, memoranda, estate planning documents, and other legal and administrative materials.
- Assist with probate and estate administration matters, including organizing documents, maintaining files, tracking deadlines, and coordinating communications.
- Prepare engagement letters, routine client correspondence, and materials for client meetings and document-signing appointments.
- Coordinate the execution, witnessing, notarization, copying, scanning, and distribution of estate planning documents.
- Open new matters and maintain accurate, organized electronic and physical client files, including correspondence, executed documents, and client information.
- Handle incoming telephone calls, emails, mail, and document deliveries professionally and route or respond to inquiries as appropriate.
- Assist with time entry, billing-related tasks, expense reports, and other administrative functions as needed.
- Maintain strict confidentiality regarding client information, financial information, and firm matters.
- Work collaboratively with attorneys, paralegals, and staff to provide efficient, responsive, and professional client service.
- Anticipate administrative needs, follow through on outstanding items, and assist with workflow and practice organization.
- Perform other duties and responsibilities as assigned.
Knowledge, Skills and Abilities Required:
- Previous administrative or legal support experience required; law firm experience preferred.
- Professional, courteous, and client-service focused demeanor, including the ability to work sensitively with clients regarding personal and financial matters.
- Excellent organizational and time-management skills with the ability to manage multiple priorities and deadlines.
- Strong attention to detail and a commitment to producing accurate, high-quality work.
- Excellent written and verbal communication, proofreading, grammar, spelling, and document-formatting skills.
- Ability to exercise sound judgment, discretion, and confidentiality.
- Ability to work independently, anticipate needs, take initiative, and collaborate effectively as part of a team.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel, and the ability to learn the firm’s document management, billing,
and practice management systems.
Working Hours:
1. Ability to work 9-hour daily schedule M-Th with ½ day on Fridays, overtime as needed and maintain an acceptable level of attendance and punctuality.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential duties, responsibilities or requirements.
Salary : $42,461 - $57,565