Litigation Secretary

The litigation secretary performs a variety of administrative duties for immediate supervisor(s) to whom assigned according to established policies and procedures. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters. Some overtime may be required. Advanced skills in Office 365 software package, including but not limited to Microsoft Word, required.

Responsibilities:

• Prepare, edit. and proof correspondence, memos, and other legal documents from written drafts
• Draft standard correspondence and other documents
• Process incoming mail for assigned attorneys and paralegals, and ensure outgoing mail is timely delivered (whether by U.S. mail, UPS, messenger, etc.)
• Establish and maintain calendar and deadline reminder systems for assigned attorneys and paralegals
• File simple pleadings/motions with court electronic filing systems (USDC, State, Appellate, etc.); coordinate larger filings with Docketing Department; act as back up to Docketing Department for overflow filings when necessary
• Keep up to date on changing court filing requirements
• Screen phone calls and accurately forward messages as appropriate
• Make appointments for assigned attorneys and paralegals
• Work closely with other administrative support staff (word processing, office services, receptionists, etc.)
• Receive clients and visitors; maintain good public relations with clients; observe confidentiality of attorney-client relationship
• Maintain records and filing systems in a highly organized and efficient manner, according to department standards
• Open new client/ matters, request conflict of interest checks amongst existing records and clients and maintain all client and general files. Draft engagement and audit letters.
• Conduct periodic review for possible storage of older files; prepare files to be closed
• Enter billable and nonbillable time for assigned attorneys and paralegals prior to each month’s end; review and edit pre-bills; transmit final invoices to the respective clients
• Manage travel planning and reimbursement of expenses for assigned attorneys and paralegals
• Perform overflow typing, time entry and/or copying, etc. as time permits and as requested by other attorneys/paralegals and/or the Human Resources Department
• Perform miscellaneous job-related duties as assigned

Knowledge, Skills and Abilities:

• A minimum of five years on the job experience as a legal secretary with litigation experience in a law firm necessary
• At a level normally acquired through completion of high school or equivalent, the ability to read and write using proper punctuation, grammar, and spelling in order to proof and perform editing of routine law office correspondence and legal documents
• Ability to organize and prioritize numerous tasks and complete them under time constraints
• Work requires a high level of attention to detail with the ability to complete work accurately and in a timely manner
• Interpersonal skills necessary to effectively communicate with and to follow instructions from a diverse group of clients, attorneys and staff in person, by e-mail and telephone and to provide information with ordinary courtesy and tact
• Work occasionally requires a high level of critical thinking and mental effort while producing a high volume of information and performing other essential duties
• Work occasionally requires more than 35 hours per week to perform the essential duties of the position based on supervisors’ workloads
• Experience with iManage or other document management software
• Advanced knowledge of Microsoft Word required and experience with the following functions/features are required: generating table of authorities; generating table of contents and other indexes; mail merge; Styles; tables (creating and manipulating); multi-level paragraph numbering; document compare, including saving redlines into iManage and sending redlines via email
• Basic knowledge of Microsoft Excel required, including creating and formatting spreadsheets, sorting data, simple formulas, mail merges and printing
• Basic knowledge of Outlook required, including using email, scheduling and calendar invites, creating distribution lists, and saving email into iManage
• Basic knowledge of PowerPoint desired including creating, editing, and printing presentations
• Experience with Aderant Software (time and billing software) preferred
• Experience with Nuance PDF Converter or other document conversion software a plus
• Experience with PACER/ECF and other court filing applications
• Basic knowledge of Westlaw a plus
• Ability to download and print documents from a website
• Ability to adhere to all firm policies and procedures
• Consistent and predictable attendance both in office and remote