Legal Secretary

Job Description:

The Legal Secretary is responsible for providing administrative support to attorneys on a day-to-day basis, as well as working closely with clients and other team members to ensure effective and timely attention to important legal matters. We are currently seeking two Legal Secretaries: one in our Glendale location and and one in our Orange location.

Essential Functions:

The position’s essential functions include but are not limited to the following:

• Consistently occupy desk during regular business hours to answer phones for attorneys, direct incoming phone calls, attend to immediate needs of attorneys, and greet clients and guests (physical presence at desk is required for performance of these essential functions);
• Back up other secretaries during planned and unplanned secretary absences;
• Draft and revise various documents including pleadings, correspondence and memorandum;
• Correctly format court pleadings according to applicable court rules including the auto-generation of table of authorities (TOAs) and table of contents (TOCs);
• Research state and federal rules of court and work with attorneys to ensure adherence to rules of court and codes of civil procedure;
• Timely file court documents with various courts and administrative bodies, including electronic filing where applicable;
• Assist with preparation for meetings, depositions, hearings, meditations, trials and other litigation proceedings;
• Review incoming mail and correctly route to appropriate parties, calendar in our calendaring system;
• Review and maintain case files and partner with Firm’s filing clerk to ensure proper maintenance of case files; locate relevant case information for attorneys;
• Maintain attorneys’ individual calendars and contacts to track meetings, hearings, depositions, court dates and other due dates;
• Enter time for attorneys according to Firm billing practices as requested and coordinate with Firm’s billing personnel to facilitate attorneys’ timely review of monthly billing statements and invoicing of clients;
• Prepare attorneys’ check requests and coordinate payment to vendors when necessary;
• Maintain composure and work efficiently and accurately during highly stressful circumstances;
• Work cordially, cooperatively and productively with Firm employees.

Management retains the right to add to or change the duties of this position at any time

QUALIFICATIONS:

• High school diploma required; Bachelor’s degree preferred
• Minimum of three years of Legal Secretary experience, preferably supporting a Partner/Principal, of Counsel or Senior Attorney
• Superior customer service skills
• Accuracy in grammar, spelling and punctuation
• Strong attention to detail and ability to multi-task effectively
• Self-starter with ability to work independently, as well as in a team environment
• Knowledge of and experience using Microsoft Office (experience using Office 2010 Suite is preferred)
• Knowledge of and experience with an electronic document management system, time-entry program and calendaring program
• Litigation experience in medical malpractice is preferred
• Civil litigation experience required
• Prolaw experience is preferred