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Legal Secretary – New York Office

Potential candidates, please send your resumes to Karla Monroe at kmonroe@capdale.com

Summary

Under general supervision and according to established policies and procedures, performs a variety of secretarial duties for attorneys and paralegals to whom assigned. Maintains positive contact with clients, attorneys and staff and observes confidentiality of client matters.

Essential Duties and Responsibilities

“Essential functions” are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

  1. Operates general office equipment, including but not limited to, computer, copier, fax, typewriter; and dictation equipment at a better than proficient level.

  2. Types and drafts correspondence, memoranda, briefs and other legal documents.

  3. Screens telephone calls and records messages.

  4. Reads, sorts and dates (and when necessary routes) incoming mail. Ensures that outgoing mail is timely delivered to the Mailroom. If necessary, routes mail to specific delivery services and follows up on timely delivery.

  5. Establishes and maintains attorneys’ calendars and deadline reminder systems.

  6. Opens new files, requests conflict of interest checks with Records Department, and maintains all client and general files. Conducts periodic review for possible storage of older files; prepares files to be closed.

  7. Receives clients and visitors; maintains good public relations with clients; observes confidentiality of attorney‑client relationship.

  8. Makes appointments, reserves conference rooms and coordinates travel/hotel arrangements.

  9. Inputs attorney time into time and billing system. Reviews and edits draft bills; types in final form for submission to client(s). Prepares check requests and expense reimbursements.

  10. Ensures that attorney time is provided to the Accounting Department in a timely manner.

  11. Regularly performs filing, photocopying and reception relief as time permits and as requested by other attorneys or the Human Resources Manager.

Knowledge, Skills, and Abilities Required

  1. A minimum of five years Litigation secretarial experience desired.

  2. Ability to read and write in order to proof and perform editing (e.g., punctuation, typographical, formatting, grammar, spelling) of routine law office correspondence and legal case matters. Perform non-complex arithmetic calculations when verifying calculations on forms and documents; maintain records and filing systems at a level normally acquired through completion of high school equivalent.

  3. Ability to generate table of contents (TOC’s) and table of authorities (TOA’s).

  4. Approximately five or more years’ on-the-job experience necessary in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.

  5. Ability to transcribe legal documents, correspondence and reports from rough draft, at a level of 75 wpm or more.

  6. Ability to type/input documents and correspondence at a level of 75 wpm or more.

  7. Ability to effectively utilize (iManage) document management application and Microsoft Office Suite (Word, Excel, Power Point and Outlook) software.

  8. Ability to organize and prioritize numerous tasks and complete them under time constraints.

  9. Ability to work as a team member and assist other attorneys, paralegals and/or secretaries on an as-needed basis.

  10. Interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys and staff and provide information with ordinary courtesy and tact, including communicating by phone.

  11. Work occasionally requires a high level of mental effort and strain while producing a high volume of information performing other essential duties.

  12. Work occasionally requires more than 37.50 hours per week (22.5 hours for part-time employees working 60% of a regular work schedule, or 35.00 hours per week for New York employees) to perform the essential duties of the position; may require irregular hours.

Education

A high school diploma or equivalent is required.

Working Conditions

Normal law office environment with little exposure to excessive noise, dust, temperature and the like.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.