Temporary Floater Secretary/Administrative Assistant

New York, NY

Summary

Under the general direction of assigned attorney(s) or other legal personnel and according to established Firm policies and procedures, is responsible for providing specialized administrative support and secretarial assistance to assigned attorneys/legal personnel by filling in for short-term secretarial absences in a variety of departments throughout the Firm.  Assignment involves a balanced level of document production, administrative functions, and client contact requiring excellent secretarial and technical skills.  Each assignment typically supports three or more attorneys or other legal personnel as a primary assignment and also provides back-up secretarial assistance to other attorneys/legal personnel as requested.  Maintains professionalism and strict confidentiality in all client and Firm matters. 

Essential Duties and Responsibilities include, but may not be limited to, the following.  Other duties may be requested and/or assigned.  Regular and predictable attendance is an essential function of the position.  Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Follow standard procedures for Special Assignment Secretaries to advise attendance and determine assignment.  Review Secretarial Information Sheet at assigned desk to determine administrative/clerical requirements specific to assignment.  Introduce yourself to assigned attorney/legal personnel to ensure workflow deadlines, special tasks, meetings/conference calls, etc.
• Create, edit, and compile large, complex, heavily formatted documents as well as prepare routine correspondence, memoranda and other legal documents from draft or dictated text utilizing MS Word software.  Proofread all documents for accuracy and completeness.
• Manage and maintain calendar (utilizing calendar software, if applicable) and assist assigned attorney/legal personnel in meeting deadlines.  Schedule appointments and meetings, arrange for conference rooms, and communicate information to all respective parties.
• Answer the telephone, and screen and process incoming telephone calls in accordance with the instructions of each assigned attorney/legal personnel.  Record and transmit telephone messages as instructed.  Set up conference calls.  Provide information to callers when appropriate.
• Input attorney/legal personnel’s time utilizing the Firm’s time entry software on a daily basis.
• Receive, sort, and distribute incoming mail.  Process outgoing mail to assure timely delivery in accordance with the attorney/legal personnel’s instructions.  If requested, file mail in client/case files, as necessary.
• If instructed, update attorney/legal personnel’s contacts in InterAction, Outlook, or document contact lists.
• Greet clients and visitors in a manner that promotes the professional image and best interests of the Firm.  Maintain excellent public relations with clients.
• Open new client matters and request conflict of interest checks.  Generate new files and maintain client, chron, and general files assuring that filing is kept current.  May prepare files to be closed utilizing proper records storage procedures.  May conduct periodic review of inactive files for possible storage of files.  Update listing of client/matters for each attorney/legal personnel, if appropriate.
• Make travel arrangements, prepare itineraries, and compile documents for travel-related meetings.
• As directed, convert documents into .pdf format.
• Maintain knowledge of Firm operating procedures, departments, and support areas.
• On a monthly basis, if applicable, prepare expense reports for each attorney/legal personnel.  Submit to accounting for processing.
• If applicable, prepare and process client billing utilizing Firm billing software.  Review/edit/prepare and proofread prebills and invoices; assure client billing is sent out accurately and timely. 

Knowledge, Skills and Abilities

• High school diploma or equivalent and four or more years progressive legal secretarial experience; or equivalent combination of education and experience.  Prior experience in a variety of practice areas of law preferred.
• Computer proficient with working knowledge of MS Word required.  Ability to work with complex, heavily coded documents and produce documents from transcription.  Working knowledge of Outlook, Excel, HotDocs, LegalKEY, Adobe Reader, and PowerPoint a plus.  Keyboarding skills of 55 wpm preferred.
• Excellent interpersonal, verbal, and written communication skills.  Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
• Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills.  Ability to work with frequent interruptions and adapt to changing assignments and/or workflow on a regular basis.
• Analytical and technical skills requiring an aptitude for detail and accuracy in order to perform essential administrative/clerical functions and utilize Firm software.
• Excellent organizational skills including record keeping, data collection, and system information.  Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment.  Ability to act independently and make decisions within scope of the position’s responsibilities.
• Proactive with excellent troubleshooting, problem resolution, and follow-through skills in order to oversee and complete assignments/tasks from inception to completion.
• Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to organize and interpret source data, perform administrative functions, prepare relevant documentation, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
• Ability to operate standard office equipment, including computer, telephone, laser printer, transcription equipment, photocopier, scanner, facsimile, calculator, etc.
• Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data on forms and documents, and preparing expense reports and/or billing.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.