Legal Secretary-Shared Support Services

Roseland, NJ

Full-time, Hybrid, Monday-Friday, 11:00 AM-7:00 PM

Summary
The administrative and clerical services offered by the Legal Secretary include everything from troubleshooting, creating, and editing complex documents, spreadsheets, and presentations, submitting specialized conflicts, entering attorney time, creating zip files, converting documents from Word to PDF and proofreading, to transcribing tapes into letters, reports, marketing presentations and supporting handouts. Careful attention must be paid to practice specific procedures as work product must be accurate, look professional and conform to Firm standards. This position requires extensive knowledge and experience with graphics, desktop publishing, database, file management and advanced word processing software packages.

Essential Job Requirements

• Create, revise and format complex legal documents, spreadsheets, and presentations, adhering to Firm policy and guidelines.
• Troubleshoot documents. Answer questions and provide technical help when required.
• Proofread work for accuracy prior to routing or returning to attorneys/employees.
• Provide secretarial support to attorneys as requested, including answering phones, time entry, scanning, creating PDF documents, copying, faxing and other clerical duties as required.
• Transcribe tapes, if necessary, into letters, reports, marketing presentations and supporting handouts.
• Submit specialized conflicts.
• Schedule appointments, conferences, depositions, etc.
• Prepare travel arrangements; preparing expense reimbursement forms.
• Attend all mandatory training classes and remain current on available technology, utilizing it to the fullest.
• Always uphold a professional demeanor. Demonstrate an attitude of cooperation with legal staff, peers, and administrators.
• Accept change and work to incorporate change into daily work environment.
• Maintain calendars of all assigned attorneys and schedule meetings for attorneys within parameters of attorneys’ requirements.
• Remind attorneys of deadlines for filings, Federal Express packages, etc.
• Maintain contact lists for client matters.
• Organize and maintain electronic and paper client files and keep filing up-to-date; retrieve existing files through RIO and close out and send files off-site.
• Assist with monthly billing including meeting Finance Department deadlines and final preparation for mailing.
• Provide coverage to other attorneys in practice group when assigned secretaries are out of office or when workflow requires/permits.

Skills, Knowledge, and Abilities

• Minimum of 4 years work experience as a Legal Secretary or in a WP department in a law firm. Preferred experience supporting C-level executives.
• Ability to function effectively in stressful situations; exhibit professional maturity.
• Excellent organizational skills and ability to multi-task.
• Ability to problem solve and arrange workload in order of importance to meet deadlines.
• Incredible attention to detail
• Ability to work effectively within a team and independently, as workflow dictates.
• Advanced Microsoft Word skills including Styles, Softwise Macro and Number Suite, TOA and TOC.
• Advanced Excel and PowerPoint; using PowerPoint to create webinar presentations is desirable.
• Proficiency with .pdf Docs, iManage Document Management System and Microsoft Outlook.
• Ability to learn and effectively apply new software as required.
• Ability to maintain reliable attendance record and punctuality.
• Typing skills of 55+ wpm; excellent spelling, grammar, and proofreading skills.
• Ability to meet Firm client service standards by maintaining a positive and professional attitude as well as communicate effectively with all levels of the organization as well as external clients, vendors, and the general public.
• Exhibit a desire to team with support staff, peers, attorneys, and administrators by demonstrating willingness to undertake additional responsibilities, teach and assist others when requested. 

Compensation

For candidates meeting the requirements, the expected base salary is $70,000.00-$75,000.00, plus overtime and bonus.  The range provided is the salary that the firm in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off. 

Disclaimers
This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee. 

Firm is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law. 

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