On a day-to-day basis, works under the direction of attorneys and paralegals to whom the secretary is assigned. Under close supervision, supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment. This position may support multiple attorneys as primary assignments and also provides back-up secretarial assistance to other attorneys as assigned. May also provide back-up to receptionist as necessary, depending on size of office.
These are the essential functions of the position. Successful job applicants will be able to perform these functions. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
1. Preparing Documents: Using word processing and document management software, the Legal Secretary I prepares and processes correspondence and memoranda as well as legal documents according to the requirements set by each practice group. Composes and drafts routine cover letters and documents. Proofreads documents and checks for appropriate formatting, spelling and grammar. Prepares revisions and redlines documents as directed. Prepares documents for e-filing as required.
2. Processes Mail: Reviews and routes incoming mail and fax communications. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensures that all attachments, exhibits and enclosures are included.
3. Maintains Calendar: Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
4. Maintains Files: Maintains paper and electronic files in compliance with internal policies. Performs routine filing and retrieves files as needed. Maintains chronological files and administrative files for assigned attorneys.
5. Timekeeping: Prepares time entries for assigned attorneys and submits in a timely manner. Prepares expense reimbursement and disbursement requests. Prepares billing letters and coordinates client billing matters with the Billing Department in Greenville.
6. Travel Coordination: Plans and coordinates travel itineraries for attorney travel independently or with outside travel agencies as appropriate. Arranges hotels, flights, rental cars, and other travel related reservations. Files expense reimbursement reports, as necessary, related to travel.
7. Billing: Reviews and proofs bills for attorney review. Distributes bills to timekeepers as directed by billing attorney. Tracks and follows up on multiple timekeeper review of pro formas to ensure timely billing. Studies and understands billing requirements of different clients. Understands and differentiates between different ABA task and activity codes.
8. General Administrative Support: Prepares and processes new matter documents. Receives and screens phone calls and takes message as required. Receives and directs clients and visitors. Schedules meetings and arranges for conference rooms and meals. Communicates effectively and professionally with clients and with others in the Firm. Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines.
- One or more years of experience as a legal secretary.
- Knowledge of legal terminology, legal documents and legal processes.
- Knowledge and experience of labor relations and litigation practice areas, preferred.
- Accurate typing of at least 60 words per minute.
- Strong computer proficiency in the use of MS Office, document management, time entry, e-filing and database software.
- Excellent communication skills, written and verbal.
- Understanding of correct grammar, spelling and punctuation.
- Strong proofreading skills.
- Superior organizational skills including filing, calendaring, and proofreading
- Time management skills and ability to work independently as well as with a team.
- Regular predictable attendance.
- Basic mathematic and statistical analysis skills.
The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a telephone, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee frequently required to walk and sit, as well as to lift and carry objects such as books and files weighing up to 15 pounds. The employee is occasionally required to stand, stoop or kneel and may occasionally be required to climb stairs. Specific vision abilities required by this position include close vision and the ability to adjust focus.
Workplace harmony is a labor of love for Ogletree, Deakins, Nash, Smoak & Stewart. One of the largest labor and employment law firms in...