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Legal Secretary (23425)


Designation: Direct Hire Category: Legal Location: Houston, TX
Salary: DOE Job Code: 23425  


Job Description:

This position has dual performance functions; first 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 supports a set of attorneys as a primary assignment and provides back-up secretarial assistance to others as assigned.

Primary Responsibilities

  • Provides excellent customer service; answers phone lines and directs calls; greets clients and other guests.
  • Engages professionally and appropriately with clients to respond to their needs and directs them appropriately in the absence of the assigned attorney.
  • Effectively manages assigned attorneys’ calendars by arranging and recording meetings and calls with appropriate parties.   
  • Manages files, including electronically maintaining correspondence (emails), pleadings, discovery, documents and other file materials.
  • Exercises good judgment in dealing with sensitive information and materials relating to employers, clients, minors and schools.
  • Ensures that mail is sent out of the office, i.e. regular mail, certified mail, or overnight mail.
  • Performs legal research.
  • Performs e-filings, prepares pleadings and notebooks, updates indices and prepares exhibits.
  • Possesses ability to draft standard pleadings, correspondence, memoranda and other documents.
  • Timely reviews and ensures accuracy of vendor invoices; prepares accurate check requests and timely submits invoices to client or accounting for payment.
  • Possesses knowledge of client-specific billing guidelines and restrictions; consistently applies those guidelines to ensure cost-effective practices.
  • Participates in the timely review and submission of prebills and/or client bills.
  • Possesses strong clerical skills including typing, transcribing, word processing, as well as handles mail and contact management, spreadsheets, presentations, and all firm systems and databases.
  • Accurately files court documents in both electronic and hard copy document form; capably determines and follows any local or judge specific requirements related to same.
  • Exhibits good judgment and organizational skills to receive, record and disseminate all information on behalf of the clients and assigned attorneys (e.g., mail, interoffice mail, email, etc.).
  • Consistently provides friendly and helpful telephone support and/or receptionist relief as requested.
  • Regularly and accurately proofreads all documents to ensure accuracy and completeness prior to distribution or filing.
  • Regularly anticipates the needs of assigned attorneys to promote timekeeper efficiencies (i.e., drafts correspondence, prepares shell pleading and discovery documents in advance).
  • Routinely reviews and follows-up on client deadlines and calendar appointments.
  • Coordinates and makes necessary arrangements for meetings (i.e., depositions, mediations, interviews, and vendor and facility reservations).
  • Assists assigned attorneys with completing and tracking CLE compliance, presentations and training programs; assists with other business development activities and organizes all other non-billable activities.
  • Accurately prepares and submits client intake forms.
  • Follows the standard naming and profiling conventions when scanning, emailing, and saving documents to the document management system.
  • Regularly and consistently updates client files, notebooks, and pleading indices.
  • Maintains attorney specific case lists, charts, and status of cases and outcomes.
  • Understands and accurately manages audit requests.
  • Consistently updates all applicable contact records (including attorney’s outlook and firm database).
  • Timely reviews, follows-up on, and accurately files client-related emails.
  • Properly prioritizes work assignments.
  • Seeks appropriate assistance (from the office manager or attorneys) when conflicts arise.
  • Consistently completes assigned tasks when expected.
  • Capably juggles multiple assignments and/or deadlines while maintaining a professional demeanor and seeks timely assistance when needed.
  • Willingly offers and assists others when needed.
  • Enters, reviews and revises timesheets accurately.
  • Proofreads all documents independently and effectively to ensure accuracy and completeness.
  • Develops, implements, and maintains systems to promote organization and efficiency.
  • Understands and complies with office policies concerning file management, case lists, filing and recordkeeping.
  • Effectively manages and monitors calendaring of deadlines and key dates.
  • Exhibits knowledge of litigation process.

Qualifications:

  • Lexis Nexis, Pacer, ECF, Desksite or document management system, CompuLaw, Concur, Word, Outlook, PowerPoint and Excel.
  • Attendance & Punctuality: Be consistently at work and on time; arrive at meetings and appointments on time; ensure work responsibilities are covered when absent.
  • Communication: Possess excellent verbal and written communication skills.
  • Customer Service: Respond promptly to attorney and client requests for service and assistance; meet commitments.
  • Dependability: Follow instructions; complete tasks on time; commit to the hours necessary to complete assignments; work independently.
  • Professionalism: Approach others in a tactful manner; treat others with respect; react well under pressure.
  • Team Work: Contribute to building a positive team spirit; support everyone’s efforts to succeed.
  • Technical Skills: Possess basic PC skills; effectively use phone system, copier, scanner, fax, and printer.
  • Consistently maintain exceptional customer service attitude and demeanor.
  • Demonstrate knowledge of legal terminology, legal documents, and legal processes in the Litigation Department, including the ability to mark and generate a table of contents and table of authorities.
  • Accurate typing at a net speed of 65+ wpm
  • Strong computer proficiency in the use of MS Office (Word, Excel, PowerPoint and Outlook), Document Management System, Time Entry, e-Filing and database software.
  • Excellent communication skills, both written and verbal; demonstrate understanding of correct grammar, spelling and punctuation.
  • Ability to work effectively and proactively within a team environment.
  • Strong time management skills and the ability to work under pressure in a fast-paced environment.
  • Ability to coordinate multiple tasks concurrently and to meet deadlines.
  • Strong organizational skills, interpersonal skills, and attention to detail.
  • Initiative, flexibility, resiliency, and a willingness to adapt to change.

Contact:
Becky Barclay