Legal Secretary

Under the direction of the Senior Legal Secretary, coordinate projects/assignments for assigned Partners, Associates and Paralegals. Performing a variety of legal secretarial duties such as preparing legal documents and correspondence, filing documents with all courts (Federal and State; Supreme, District, Appellate and Superior), assisting with trial preparation, coordinating meetings and conferences, assist with travel arrangements and expense reports, maintaining client files, maintaining a calendaring system, and providing secretarial coverage/support for other secretarial desks throughout the Firm. Position requires knowledge of legal, secretarial and general office practices. This is a full time, in office position. Examples of duties and responsibilities: Respond to and make inquiries on a variety of matters such as the status of pending cases, administrative and court rules, and appeal procedures Produce legal and other work related documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics; such as pleadings, briefs, opinions, complaints, administrative decisions, orders, and subpoenas from verbal or written instructions, occasional transcription, shorthand notes, rough drafts, and/or other materials which may be difficult to interpret and/or format Proofread and correct prepared materials for correct grammar, spelling, punctuation, format, syntax, and content Manage calendaring of relevant dates for appearances and deadlines from all sources for assigned Partners, Associates and Paralegals using the Firm’s calendaring program Review legal documents to ensure they are in proper format and contain all necessary portions or related documents \& exhibits for court acceptance; file legal documents with proper courts, on time, and serve appropriately Prepare and assemble materials, documents, and exhibits for meetings, appearances, hearings, and trials Maintain office files, logs, indices, legal references and other information in connection with the work under the assigned Partners, Associates and Paralegals Maintain open communication with Senior Legal Secretary on prioritizing, managing and determining desk coverage for day to day tasks as well as planned/unplanned absences Maintain compliance with company policies and procedures Maintain Secretarial Resource Binder with relevant information pertaining to assigned Partners, Associates and Paralegals including case information Take initiative to ask local Attorneys or Manager for work or projects when work is slow Perform administrative related duties as assigned by Attorneys, Paralegals, Lead and Manager Prepare outgoing mail, packages, envelopes, and certified receipts; weighing and metering for accurate postal rates and preparing FedEx and UPS Packages. Deliver incoming mail and vendor deliveries in a prompt manner to staff. Receive, direct, and screen telephone calls in a professional manner. Perform as phone support for other offices as needed. Perform printing, copying, scanning, and fax correspondence Stock copy machines on a daily basis and maintain inventory of copier/printer, office, and electronic/equipment (as needed) supplies Assist with greeting and directing visitors and scheduling/setting up conference rooms Assist with maintaining firm hardcopy and electronic files in accordance with the firm’s established system Maintain and manage Attorney calendars Assist Partners and Associates in day\-to\-day activities and complete special projects as assigned Maintain the office appearance, including tidying the office and kitchen Manage any food orders for lunches or special events, as well as office snacks and other kitchen/conference room supplies, as needed Arrange domestic travel as needed Consistently promote and model courteous service in a prompt and efficient manner Maintain positive relationships with internal and external clients through professional honest interaction Ensure that reception and conference services are provided in a seamless and positive experience for all visitors, clients, attorneys and staff Maintain compliance with all company policies and procedures Circulate memorandums and notices from building management to Oakland office Assist with new hire set up, including managing building access cards, ordering office keys and ensuring desk has all necessary equipment, proving office tours, etc. Manage scheduling of maintenance requests and plant maintenance Assist with entry of billable time entry and expense entry Must communicate in a professional and effective manner with all levels of staff and vendors, clients, members of the public, etc. High School Diploma or GED required; college degree or legal secretarial certification(s) a plus (5\-8\) years’ experience as a Legal Secretary supporting (3\-5\) assigned Partners, Associates and Paralegals Advanced Microsoft Office Skills (Word/Macros and Outlook) Experience with iManage, Judicial Council Form software, Compulaw, WestLaw\-Drafting Assistant and PDF software Experience of Municipal Law is preferred Experience using correct English grammar, spelling, punctuation, and legal terminology Experience of the organization and composition of correspondence, pleadings, discovery and transactional and related documents Experience with receiving calls, making appointments, and communicating all relevant information to assigned Partners, Associates, Paralegals and Secretaries Experience with the organization and maintenance of filing systems related to the work Experience with administrative hearings and court rules and procedures for all courts Experience with legal terminology and syntax, and of the content, organization, and format of legal documents and correspondence Skilled typing ability and knowledge of personal computers, hardware, software, and related applications and systems Ability to follow complex instructions and interpret guidelines in order to make decisions and take necessary actions Ability to maintain composure during stressful situations occurring as a result of workloads and/or deadlines Ability to use professional diplomacy and discretion in disseminating information to all related parties to a case Ability to transcribe documents from written, oral or computer generated formats * Experience with Litigation, State, Appellate and Federal Courts desired