Legal Secretary - Transactional

Allen Matkins is a premier law firm, with over 240 attorneys and legal professionals. We pride ourselves on our team, our focus on creating a well-run business and our exceptional relationships with clients. We are incredibly proud of what we've built, and look forward to welcoming new people who are similarly passionate and excited about what they do.

About the Position

Under general supervision, the Legal Secretary performs secretarial tasks related to the specific work and function of assigned attorneys and other timekeepers. The Legal Secretary maintains a general knowledge of the Firm’s practice areas and a specialized knowledge of the assigned attorneys’ practice area(s) and clients. The Legal Secretary ensures client relations and satisfaction are attained in all areas of position.

Essential Duties and Responsibilities:

• Perform general secretarial duties, including, but not limited to: correspondence, coordinating and scheduling meetings and appointments as requested
• Draft, edit, proofread and finalize practice-specific legal documents and redline comparisons
• Assist with various parts of closings, including, but not limited to: reviews, signature packets, signature pages, finalizing documents, organization, and distribution
• Provide professional client relationship management and high level client service
• Prepare closing binders and indexes upon closing of transactions
• Prepare, file, and/or order corporate documentation
• Prepare and ensure client intake information follows conflict procedures
• Maintain attorney files
• Maintain updated calendar and current client contact lists
• Multi-task, manage and process desk work flow
• Ensure work is complete, accurate and timely
• Prepare expense reports, timesheets and make travel arrangements
• Calendar administrative dates as requested
• Direct attorney billing and collection efforts and handle invoice correspondence as instructed
• Utilize required software, including firmwide workflow program, BigHand
• Attend training sessions offered by the Firm as required or requested
• Professionally cross-collaborate on a daily basis with other legal secretaries as well as other departments within the Firm to facilitate highest possible legal support
• Retain a notary commission and perform notarial acts for Firm business, as requested
• Act as a mentor for junior staff and new employees, as requested
• Provide peer support
• Other duties as assigned

Education and/or Experience:

• High school diploma or equivalent; college degree strongly preferred
• Minimum 3-5 years of law firm experience strongly preferred

Qualifications:

• Ability to work through complex document markups and instructions in an accurate and timely manner
• Ability to handle various assignments simultaneously and prioritize tasks in a high-pressure environment while being responsive and meeting deadlines
• Ability to troubleshoot documents quickly
• Excellent interpersonal, written and verbal communication skills
• Minimum typing speed of 70 wpm with high level of accuracy
• Strong proofreading and word processing skills
• Strong technology skills and proven ability to learn new technology and software quickly
• Advanced proficiency in Adobe, MS Word, Excel, DocuSign, Aderant, and time entry software
• Must be proactive team player, flexible, organized and attentive to detail in all levels of work
• Positive, no-task-too-small attitude and willingness to adapt to changing business demands
• Ability to work core business hours with flexibility for overtime, as required
• Ability to interact effectively with clients, attorneys, staff and management

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EEO Statement

Allen Matkins is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, ancestry, citizenship, age, marital status, medical condition, physical or mental disability, veteran status, all other characteristics prohibited by law, or gender identity and/or expression.

California Consumer Privacy Act

We will collect the personal information you provide in connection with this application as well as information included with any other document(s) you provide us. We may use this information to evaluate your application and consider you for employment with Allen Matkins. We may share this information with third parties for any of the following purposes: (i) to confirm the accuracy of the information provided; (ii) to conduct a background check; (iii) to confirm or evaluate potential conflicts of interest; and/or (iv) to check references. If you accept an offer with Allen Matkins, we may use this information to provide you with the benefits of your employment. Our employees' personal information is governed by our Privacy Policy, available at https://www.allenmatkins.com/disclaimers/privacy-policy.html.

Compensation

Allen Matkins is an Equal Opportunity Employer and offers a competitive compensation & benefits package. The anticipated base salary range for this full-time role is $85,000 - $95,000 per year. Actual salary will depend upon a number of factors, including, but not limited to, relevant experience, job-related skills, qualifications, and location. 

The base salary range displayed on the job posting reflects the estimated range for new hire salaries for the position. The actual offered base salary will be determined by work location and additional factors, including, but not limited to, relevant experience, job-related skills and qualifications.  The pay range is subject to change at any time dependent on a variety of internal and external business factors.