Legal Secretary

Job Description
Position Type: Full time
Non-Exempt
Hybrid Scheduled
Location: San Francisco
Salary Range: $45 - $55 per hour*
*The salary range is the one that Munger, Tolles & Olson LLP reasonably expects to pay for this position. The salary range does not guarantee, obligate, nor set expectations of an applicant's wage in the event of hire. The posted range is only one component of Munger, Tolles & Olson LLP's Total Rewards package.
JOB SUMMARY
The Legal Secretary performs a variety of legal and administrative tasks to support assigned attorneys. Maintains a general knowledge of the Firm's practice areas/groups and specialized knowledge of the assigned attorneys' practice area(s) and clients. Provides a high level of personalized customer service and support while producing a high volume of consistently excellent work product in order to support the success of the Firm.
JOB FUNCTIONS
NOTE: Each attorney receives personalized service and may or may not require assistance with all the tasks below. The tasks that each Legal Secretary is responsible for will vary and change based on Attorney assignments. All legal secretaries are expected to possess the ability to complete all job functions listed here.
Administrative Assistance:
Organize
Keep attorney work materials, your desk and work areas organized and orderly
Process Expense Reports
Request and track receipts, submit expense reports, track payment and resolve issues with reimbursement on behalf of assigned attorneys
Coordinate Payment of Invoices
Arrange for and track accurate payment of vendor invoices, charge vendor invoices to client/matter when appropriate
Photocopy and Handle Documents
Copy, scan, fax, upload and email documents
Manage Large Document Projects
Send, track and manage document projects in conjunction with Word Processing Center, Service Center and outside vendors
Handle shipping and couriers
Arrange couriers, shipments and track status and delivery
Proofread
Proof and prepare documents for final drafts
Transcribe
Transcribe from tapes, handwritten materials and dictation
Maintain Desk Procedures
Develop and maintain relevant information and desk procedures for reference during time away
Communications Support: [all tasks are done on behalf of assigned attorneys]
Know Availability
Monitor and understand attorney(s)'s whereabouts and/or how to contact for client needs, know attorney(s)'s availability for meetings and other events
Manage Calendar
Maintain attorney(s)'s calendar using MS Outlook: schedule meetings, make room reservations, make changes as needed, send reminders, track RSVP's, inform attorney of any attendee issues/special requests
Prepare for Meetings
Ensure meeting room is set up, log in conference calls, confirm A/V setup, confirm catering set-up, provide RSVP list, ensure materials are ready, confirm conference call set up, coordinate outside guest needs
Answer Phones
Answer attorney(s)'s phone, take messages, communicate received calls and provide updates, optimize attorney(s) phone functions (speed dial, forwarding, etc.)
Manage Contacts
Enter new contacts in MS Outlook, update existing contacts
Manage Email
Preview, read, file and, when appropriate, respond to emails for assigned attorney(s)
Manage Mail
Open, sort, prioritize and distribute mail
Draft Correspondence
Prepare first draft of billing and new matter letters using firm formats
Prepare, emails and other correspondence using appropriate, standardized formats
Client Support:
Complete New Matter Intake
Complete Intake form, communicate additional needs for form, research intake information, resolve issues with new matter intake
Manage Conflicts of Interest
Coordinate with Conflicts department to ensure all communication and procedures for conflicts checks are followed
Close Matters
Determine when to close matters, draft closing letter, organize file retention and clean-up efforts
Field Client Inquiries
Answer general, billing, scheduling questions and handle general client interaction
Respond to Audit Letters
Gather information and prepare draft audit response letter.
Send finalized audit letters to audit committee for approval and final submission to client.
Support Business Development
Monitor client news and coordinate competitive intelligence information with the Library
Time Entry and Billing:
Complete Time Entry
Calculate and complete time entry in time tracking software from available inputs
Assign Task Codes
Research and assign task codes in time tracking software
Reconcile time entries with Client requirements
Conform time entry in accordance to client guidelines
Review and Finalize Time
Make corrections and submit final time for the period
Review and Edit Bills
Complete initial review of pro-forma bills, correct errors, propose edit suggestions to attorney(s), coordinate changes, gain approval for final bills
Prepare and Deliver Final Bills
Follow client billing guidelines, coordinate with accounting to provide requested back-up, deliver final bills
Resolve Client Billing Issues
Communicate with the client, fix errors, resolve inconsistencies, make updates needed, coordinate changes with Billing Department and track payment
Research Client/Matter Statistics
Respond to client billing inquiries and requests for information
Travel Management:
Manage Reservations
Coordinate with Travel Department on options, confirm reservations, enter information into MS Outlook, coordinate changes
Prepare for Trip
Check-in, print necessary documents, coordinate destination information/ arrangements
Notify of Changes
Set flight notifications, track and communicate delays/changes
File Management:
Manage Electronic Files
Create and update folder structures in Document Management System, maintain and update files housed within the structure
Maintain Hardcopy Files
Create and maintain hardcopy file structure, maintain binders, maintain file drawers, redwelds
Manage Records Retention
Index files for offsite storage, recall boxes from offsite storage, clean up unused/unneeded files, organize files for optimal recall ability and storage efficiency
General:
Maintain Confidentiality
Keep the highest level of confidentiality of all firm and client information, records and files, both within and outside of the Firm
Participate in Projects
Participate in special projects as assigned
Complete other duties as assigned
SPECIALIZED JOB FUNCTIONS: Each secretary will focus in one of two areas dependent on Attorney Assignment: Litigation or Transactional. Secretaries are expected to possess the ability to complete all job functions listed in EITHER Litigation Assistance OR Transactional Assistance.
Litigation Assistance:
Information Management
Redline
Redline documents
Research
Pull cases from WestLaw, Court Docket, etc. Complete necessary trainings provided by courts and others on processes/requirements and plan accordingly.
Prepare Documents
Create Table of Contents, create and prepare Table of Authorities, create shell for Master Caption, create initial Pleading draft, prepare informational binders
Manage Pleading and Discovery Clips
Create, maintain and update imanage Pleading and Discovery Clips
e-File
Process e-filing, manage accounts and login information, manage deadlines in conjunction with ~docket
File with the Court
Arrange to pay filing fees, manage to deadline in conjunction with ~docket, manage exhibits, file documents, act as liaison between attorney and the court
Case Support
Coordinate Outside Services
Schedule, communicate and coordinate court reporting services, videographers, process servers and attorney services
Manage Court Admissions
Coordinate and maintain admission to necessary courts
Monitor Judge Preferences and Local Rules
Monitor and communicate judge preferences and local rules
Calendar Important Case Dates
Track (via all resources available including online) and coordinate with ~docket to calendar key deadlines, update and communicate changes
Prepare for Trial
Prepare trial binders, coordinate needs pre-trial and during trial, trial participation when needed
Transactional Assistance
Redline
Redline documents
Research
Pull public documents and regulatory filings using WestLaw, EDGAR, etc.
Prepare Documents
Prepare Table of Contents, prepare client documents - 8-K, consents, etc., coordinate Notary when needed
Maintain Data Room
Assemble and upload of documents
Assist in Closing Activities
Gather signature pages, prepare closing binders
Create Presentations
Create initial drafts and proof presentations using presentation software
COMPETENCIES
Teamwork and Cooperation
Treats others with respect; works well with others; asks for help when necessary; willing to share credit; avoids pointing fingers or assigning blame; volunteers to help others when available to do so; empathetic to others.
Communication
Communicates clearly and appropriately with adequate frequency and tools; understands the need for regular, timely and high quality communication; listens actively and asks appropriate questions; understands the message.
Flexibility
Adapts to changing conditions; willing to do something new/different; open to change; accepting of differences.
Problem Solving
Seeks solutions to problems; proposes creative and effective solutions to problems; examines underlying cause of problems when seeking a solution.
Attorney Focus
Desires to help or serve attorneys to meet their needs; responsive and available when needed; proactively anticipates needs and expectations and acts accordingly to support the success of assigned Attorney(s).
Client Focus
Desires to help or serve clients to meet their needs in a professional and timely way; proactively works to understand client needs thoroughly; protects confidential client information appropriately.
Self-Development
Uses constructive feedback to improve; learns from mistakes; shows eagerness and capacity to learn; attends available training; shows interest in improving self; proactively looks for opportunities to gain experience in a range of responsibilities.
Organization and Time Management
Orderly in approach to work; able to plan and execute work effectively and accurately; tracks and follows through on requests; maintains a well-organized and clean work area; prioritizes and understands urgency; able to be punctual and prepared; manages multiple tasks simultaneously.
Composure
Understands what triggers emotions and uses that knowledge to maintain a professional presence.
Integrity
Deals with ethical issues appropriately. Acts in a way that is consistent with Firm values.
TOOLS:

• Electronic Fax Program
• Multi-Function Device (Printer, Scanner, Copier)
• Conference Room and Resource Scheduling Software
• Time Entry/Billing Software
• Expense Reporting Software
• Microsoft Office - Word, Excel, PowerPoint, Outlook
• Adobe Acrobat Suite
• Other Software as required

MINIMUM JOB QUALIFICATIONS

• A high school diploma is required.
• A college degree or Legal Secretary Certificate is advantageous, but not required.
• Prior Legal Secretary experience required.
• Strong analytical and problem solving skills.
• Ability to organize and prioritize multiple assignments, using judgment and initiative to accomplish results.
• Produce accurate work while meeting time-sensitive deadlines.
• Strong communication, interpersonal skills, teamwork, attention to detail and customer service skills.
• Ability to interact effectively and professionally with all levels of management, staff and a variety of external entities including clients and prospective clients of the Firm.
• Excellent computer skills.
• Working knowledge of time tracking/billing applications preferred.
• Solid knowledge of legal secretarial processes, procedures and technologies required by the legal secretarial profession and the Firm's practice areas/groups. Maintains all required Firm certifications.

PHYSICAL DEMANDS
Standing, moving about, walking, sitting at a desk, bending, reaching, lifting up to 15 lbs., writing, typing, and computer use
WORKING CONDITIONS
Quiet office environment in a high-rise building, seated the majority of the time
DIRECT REPORTS
None
The Legal Secretary role is an amazing opportunity available on our team of professionals at Munger, Tolles & Olson, LLP! We offer competitive pay, benefits and an opportunity to make an impact in today's world.
About Munger, Tolles & Olson
Munger, Tolles & Olson has been consistently ranked on The American Lawyer's A-List since its inception in 2004, including seven years in the top spot. We strive to hire only the most qualified and creative lawyers. We believe that clerkships provide valuable experience. In this regard, about 80% of our attorneys served as law clerks to federal or state judges and sixteen attorneys were clerks to U.S. Supreme Court Justices. We recruit and retain the best professional talent to support our Attorneys with a focus on service and excellence. We have a full spectrum of functional positions including Inform...