Legal Secretary
555 California St San Francisco, CA 94104 US
Job Description
Key Duties and Responsibilities:
- Prepares, formats, edits, and finalizes documents, including correspondence, memoranda, and legal documents for both transactional and litigation clients, ensuring compliance with the Firm's formatting standards using industry-specific software.
- Manages assignments from multiple lawyers, organizing clerical tasks and workflows to meet both administrative and client needs.
- Oversees the onboarding of new clients, handling conflict checks, and setting up billing information. Collaborates with various Firm departments to complete the engagement process efficiently and accurately.
- Enters, proofreads, and posts lawyers' time entries, ensuring compliance with client billing requirements and Firm policies.
- Arranges travel for lawyers and clients, including flights, hotels, and ground transportation. Processes travel expenses for lawyers.
- Proofreads all documents, including correspondence, to ensure accuracy in grammar, punctuation, syntax, and formatting. Verifies the accuracy of jobs sent to the duplicating service.
- Handles incoming calls, conference calls, and messages for lawyers, clients, and staff as assigned. Utilizes audio and video software to schedule and manage calls.
- Manages incoming and outgoing mail, ensuring timely distribution as directed by assignments.
- Organizes conferences, meetings, and appointments for lawyers and clients, both in person and remotely. Schedules conference rooms and catering services through the Firm's specific systems.
- Maintains calendars, contact lists, and client information using the Firm’s designated software and procedures.
- Coordinates with other departments to ensure the timely completion of tasks related to multiple assignments.
- Assists with client billing in coordination with the billing department as needed.
- Keeps workspaces clean and organized, adhering to safety standards and maintaining a neat desk.
- Ensures the accuracy and organization of both electronic and physical client files, using the Firm’s document management system and other repositories, in line with Records Management Center standards.
- Performs additional duties as assigned or as situations require.
- Actively participates in Firm-required training and team meetings.
Education and Experience Requirements:
- High school diploma or GED equivalent
- At least three years of relevant work experience and/or training, or an equivalent combination of education and experience
- Proficient in Microsoft Office Suite, with a strong understanding of legal terminology and standard document formatting
- Ability to type accurately at a minimum speed of 60 words per minute
- In-depth knowledge of civil litigation discovery and docketing processes
- Experience with both State and Federal court filings, including electronic case filing (ECF)
- Proven experience in collaborating with support staff
Meet Your Recruiter
Dan James
Managing Director
After graduating with an Associates Degree in Business Administration from Westchester Community College Dan wasn't sure exactly what he wanted to do. In February 2013 he decided to put his knack for connecting people with one another to work when he joined The Phoenix Group. When he's not in the office you can find him skiing, golfing, or spending time with his family.