Job Description

Ultimate Staffing is recruiting for a DIRECT HIRE Litigation Legal Secretary for a busy law office located in Roseland, NJ. This position runs a Hybrid, Mon-Fri 9am- 5pm shift and is looking to pay between $75-$85K! Apply today!

Responsibilities:

• Drafts complex correspondence and documents (e.g., court forms, pleadings, e-mails responding to client inquiries) and anticipate attorneys' need for same.
• Demonstrates expertise in Litigation-specific topics, procedures, and software.
• Accurately transcribes from tapes, handwritten materials and/or dictation.
• May assist with ensuring attorney e-mails and documents are properly filed in iManage.
• Prints and organizes a variety of documents received in a range of formats.
• Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records, and files, both within and outside of the Firm.
• Following the Firm's established document processing methods and procedures, creates, edits, and proofreads work product to ensure accuracy and completeness.
• Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner.
• Schedules and maintains timekeepers' calendars, where appropriate. Maintains lawyer-client contact information and other pertinent information in the Firm's client contact database program.
• Inputs, reviews, edits, and closes time entries through the Firm's web-based time entry program using Firm standards.
• Handles monthly client billing (paper and e-billing). Reviews billing pre-bills for accuracy and completeness. Performs client, matter and timekeeper inquiries, and narrative edits.
• Prepares attorneys' expense reports in a timely manner. Arranges for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Coordinates travel arrangements through in-house Travel Department.
• Generates client conflict checks, opens new matters, and drafts and maintains client engagement letters.
• Coordinates file retention and retrieval with Records Department for file retrieval. Sets up and maintains timekeeper's work files, including daily and regular filing. Indexes and prepares files for off-site storage.
• Answers telephones and accurately takes and relays messages, as requested.
• Arranges for video conferencing and sets up conference calls.
• Volunteers for overflow work and ad-hoc projects as assigned.
• Actively seeks to maximize productivity and promote teamwork.

Qualifications:

• Five (5) years of legal secretarial experience in a large law firm preferred.
• Litigation background needed.
• Keeps abreast of practice area processes as appropriate to the position.
• Thorough knowledge of office organization, workflow and procedures.
• Thorough knowledge and use of firm technology tools; share knowledge with colleagues.
• Demonstrates ability to multi-task and handle competing priorities without sacrificing attention to detail.
• Demonstrates ability to communicate with finesse, use tact, diplomacy and discretion with firm contacts and clients.
• Takes initiative to learn new skills that will contribute to enhanced performance of the role.
• Demonstrates ability to work independently as well as part of a team, as needed.
• Excellent organizational skills
• Working knowledge of Microsoft Office
• 60 wpm typing speed

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.< To apply please email your resume to mcaggiano@ultimatestaffing.com