Legal Secretary-NY

Department:  Secretarial Services (New York Office)

Reports to:  New York Office Director of Administration

Exemption Status:  Non-Exempt

Hours:  9:00 a.m. – 5:00 p.m. or 10:00 am – 6:00 pm (Monday – Friday)

Overtime as Necessary 

PRIMARY DUTIES AND RESPONSIBLITIES

• Input attorney time into the WebTime time entry program;
• Prepare monthly client invoices via LMS billing program including direct communication with Billing Department to ensure time entry correction, proper recording of time entry write-offs, invoice finalization through audit process and e-billing where indicated;
• Prepare attorney expense reimbursements;
• Process client-related vendor invoices for payment;
• Initiate Conflicts Checks for potential new clients and/or matters;
• Prepare and process new Business Intake Forms;
• Prepare, finalize and distribute new client Engagement Letters, including follow-up with client to ensure receipt of fully-executed Engagement Letter;
• Type correspondence, memoranda and legal documents, such as summonses, complaints, motions, subpoenas from various sources of origination (handwritten, typed copy, electronic copy, tape transcription, etc.);
• Document conversions, i.e., PDF to Word, etc.;
• Proofread documents;
• Finalize legal briefs including ensuring styles are consistent throughout and preparing Tables of Contents and Tables of Authority;
• Assist with trial preparation and document production;
• Assist with the preparation of presentation materials for firm and client audiences;
• Prepare Excel spreadsheets for client engagement budgeting and assist with ongoing client and matter analyses;
• Coordinate duplicating projects with Digital Document Services;
• Coordinate messenger pick-ups and deliveries when necessary;
• Coordinate travel arrangements with firm-provided travel agency;
• Maintain calendar and contacts for attorneys;
• Handle telephones calls from internal and external sources including taking accurate messages and appropriately routing calls;
• Coordinate conference calls;
• Coordinate attorney firm- and client-related meeting set-ups and logistics;
• Sort, open, prioritize and route incoming mail;
• Prepare outgoing mail including U.S.P.S., U.P.S. and Federal Express;
• Maintain electronic filing system via Outlook;
• Maintain physical client files including creation of records via LegalKEY records software;
• Prepare inactive case files and attorney materials for off-site storage;
• Assist other secretaries in back-up support and vacation coverage; and
• Perform other related duties and assignments as required.

QUALIFICATIONS

• Education requirement: High School Diploma; Some College Preferred
• Equipment requirement: Software: Microsoft Office Suite 2007
• Experience requirement: Minimum of 3 years legal experience
• Testing requirement: Type 70 wpm; Word, Vocabulary, and Spelling

*this spot is in a pod with another secretary that supports another group of attorneys but collectively they support a total of 10-14 attorneys and other professionals