Legal Secretary

New York, NY

M-F, 930AM-530PM

Reports to: Director Secretarial Management

Department: Secretarial Services 

Summary

Supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a team-oriented (cluster) environment.  This position supports a set of attorneys as a primary assignment and also provides back-up secretarial assistance to other attorneys assigned to the cluster.  As such, each secretarial position will vary somewhat based on requirements and preferences of specific attorney assignments.

Reporting Relationships

Reports to the Secretarial Services Director, Secretarial Manager, and Floor Coordinator; on a day-to-day basis works under the direction of the attorneys to whom the secretary is assigned; cooperates with the secretarial cluster, cluster attorneys and Document Production Center regarding overflow and back-up secretarial duties.

Essential Functions

Essential functions include, but are not limited to, the following responsibilities.  Regular and predictable attendance and punctuality is an essential function of the job.

• Prepares Documents: Using word processing and document management software, prepares and processes correspondence and memoranda as well as complex legal documents from handwritten or dictation source (e.g. attorney dictation, tapes, intranet, voicemail, etc.) according to the requirements set by each practice group.  May compose and draft routine cover letters and documents for attorney review.  Proofreads documents and checks for appropriate formatting, spelling, and grammar.  Prepares revisions and redlines documents as directed.  Coordinates lengthy and complex document preparation with the Document Production Center as needed.  Coordinates duplicating, printing and/or pdfing of documents.
• Processes Mail: Monitors, reviews and routes incoming mail and fax communications.  Delivers mail to attorney’s office and alerts attorney of all urgent matters.  Sends documents and correspondence through email when requested.  Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required.  Ensures that all attachments, exhibits, and enclosures are included.  Coordinates activities with the mailroom, fax personnel or duplicating department as needed.
• Maintains Calendar: Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.
• Maintains Files: Works proactively with attorney, legal assistants and records personnel to coordinate removal and storage of client files.  Maintains paper and electronic files in compliance with current policies.  Works with Records Services to create and maintain client files and indexes.  Marks case or matter related documents as needed with filing instructions to ensure proper filing.  Performs routine filing and retrieves files as needed.  Maintains chronological files and administrative files for assigned attorneys.  Maintains and files service reports.
• Coordinates Financial Functions: Prepares and calculates daily time entries for assigned attorneys and submits in a timely manner.  Prepares expense reimbursement and disbursements requests.  Prepares billing letters and coordinates client billing matters with the billing staff in the Accounting Department and/or department billing personnel.
• Provides Administrative Support: Professionally responds to all incoming calls and takes accurate messages.  May screen incoming calls and make outgoing calls for attorney.  Receives and directs clients and visitors.  Prepares conflict checks.  Monitors bar/CLE credits and requirements.  Prepares and processes new matter forms, engagement letters, etc.  Coordinates travel arrangements and follows up with car service companies to assure arrival time/place accuracy, prepares itineraries, and travel expense reports.  Schedules meetings, sends out meeting requests through outlook, and coordinates conference room bookings (meals, audio/visual equipment, etc.) with conference booking personnel.  Prepares visitor clearance forms.  Maintains and updates contact names and addresses in the contact database and outlook.  Maintains players’ lists and distribution lists.  Operates and has thorough knowledge of fax machine, digital sender, duplicating and dictation equipment.  Communicates effectively with clients and with others in the firm.
• Work Approach: Is proactive in anticipating the business needs of the assigned attorneys, plans ahead and meets deadlines. Uses good judgment and initiative based on attorney preferences.  Demonstrates flexibility and a willingness to adapt to change and grow professionally.  Effectively partners with attorneys and others to deliver a high level of service to the Firm’s clients. Establishes regular/satisfactory attendance and punctuality.
• Cooperates with Team Efforts: Proactively demonstrates effective teamwork and provides assistance to other secretaries and attorneys.  Serves as a back-up secretary to cluster attorneys as required.  Required to relocate to another desk to provide assistance to other attorneys when necessary.  Works collaboratively with legal assistants assigned to attorney matters and will assist legal assistants in delivering the end product.  Cooperates with other departments and individuals in the firm.
• Other: May involve administrative assistance of a personal nature.  Creates and updates desk coverage memos for each attorney assignment.  Required to cover reception when needed.  Required to work at the mid‑town conference center when needed, and may occasionally assist in setup/cleanup of conference room if dining service was requested.  Mandatory attendance at all firm sponsored training programs.  Occasional overtime may be required.  Performs other related secretarial and administrative duties as assigned. 

Qualifications/Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the education, experience, skills, knowledge, and abilities required.

Education:  High school diploma required; college or business school desirable.

Experience:  At least 3 years’ experience as a Legal Secretary is required; prior experience in the assigned practice area(s) is desirable.  Non-legal executive assistant experience where applicable.  [Note:  This experience requirement will be waived if the position is for a Legal Secretary Trainee.]

Attendance: All positions require punctuality and regular attendance.  

Knowledge, Skills and Abilities

• Demonstrated knowledge of legal terminology, legal documents, and legal processes in the practice areas(s) in which the Legal Secretary is employed.
• Accurate typing at a net speed of at least 60 words per minute.
• Strong computer proficiency in the use of the MS Office (Word, Outlook, PowerPoint, Excel where necessary), document management, time entry, database software, use of firm intranet and internet, file management software, operates transcription equipment.
• Excellent communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling and punctuation.
• Ability to work effectively and proactively within a team environment.
• Strong time management skills and the ability to work under pressure in a fast‑paced environment.
• Ability to coordinate multiple tasks concurrently and to meet deadlines.
• Strong organizational skills, interpersonal skills, integrity, and attention to detail.
• Ability to use independent judgment and problem solve.
• Initiative, flexibility, resiliency, and a willingness to adapt to change.
• Commitment to learning and developing professionally. 

This position description is intended to reflect general duties and responsibilities and is not to be interpreted as all encompassing.  Nothing in this job description restricts the Firm’s right to assign or reassign duties and responsibilities to this job at any time.