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Litigation Legal Secretary


Designation: Direct Hire Category: Legal Location: Houston, TX
Salary: DOE Job Code: JOS000000861  


Job Description:

Essential Duties and Responsibilities: 

  • Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence that requires knowledge of legal terminilogy and using advanced formattting skills. This may require spending long periods of time at computer workstation.
     
  • Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.
     
  • Completes complex litigation e-filings in state and federal courts.
     
  • Uploades files to the transfer site.
     
  • Prepares hearing and trial notebooks.
     
  • Generates Table of Contents and Table of Authorities.
     
  • Hyperlinks appellate briefs.
     
  • Compares documents using Workshare Compare.
     
  • Maintains attorney contacts through Interaction.
     
  • Schedules depositions, including handling logistics and scheduling court reporters, videographers, etc.
     
  • Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials.
     
  • Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx’s, etc.
     
  • Answers telephones and delivers accurate and timely messages.
     
  • Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; makes arrangements for mails/emails of specific invoices to clients.
     
  • Schedules appointments and performs other tasks related to maintaining assignments’ calendars up to date with court dates; schedules and coordinates meetings and conferences including travel, lodging, transportation, and meal arrangements as well as seeking approval for attorneys from department heads.
     
  • Inputs attorney time as needed utilizing the Firm’s time entry software on a daily basis.
     
  • Interacts with clients, vendors, attorneys and staff to maintain good relations.
     
  • Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending.
     
  • Closes files per lawyer requests in Firm software, currently NBI. This may require lifting file bank boxes containing client files.
     
  • Reconciles and submits travel, client development, and client expenses for reimbursement through Metastorm and reconciles AMEX statements for all assignments.
     
  • Maintains calendars and dockets as requested by attorneys; submits and reconciles reimbursements.
     
  • Other projects as assigned by Secretarial Services Manager, Partner in Charge and Office Administrator.

Qualifications:

  • High School Diploma required. Some college and/or PLS Certification desirable.
     
  • Minimum 5 years work experience in a law firm environment. 
  • Knowledge of legal terminology.
     
  • Ability to gather data, compile information and prepare reports.
     
  • Strong organizational and records management skills.
     
  • Ability to communicate effectively and with tact and diplomacy, both orally and in writing.
     
  • Ability to maintain confidentiality of all information.
     
  • Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
     
  • Advanced computer and software application skills.
     
  • Ability to organize and prioritize numerous tasks and complete them under time constraints.
     
  • Working knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc.
     
  • Working knowledge of New Business Intake, LegalKey, Intapp, InterAction, IntappTime, and Elite software.
     
  • Knowledge of Conference Scheduler software.
     
  • Ability to learn and use databases.
     
  • Ability to multi-task and work well under time constraints.
     
  • Ability to work well independently and in a team environment.
     
  • Ability to proofread materials for contextual, grammatical, typographical or spelling errors.
     
  • Must have strong organizational, decision-making skills and problem solving skills.
     
  • Must be reliable, a self-starter and have a professional demeanor. Read, write and speak English at the college level.
     
  • Must be reliable, a self-starter and have a professional demeanor.

Contact:
Becky Barclay