Legal Secretary Job Description Sample
GENERAL DESCRIPTION OF CLASS:
The purpose of the class is to provide administrative support to attorney. The class is responsible for ensuring that complex legal documents are prepared and that all general administrative tasks are completed.
Gathers and submits information regarding claims made against the City; works with insurance companies, risk management personnel and other departments as necessary to collect and process information; and maintains files.
Assists legal department attorneys with preparation of legal documents including deeds, contracts, affidavits, statements, releases and court documents as assigned.
Prepares, reviews, and make appropriate distributions of memorandums, correspondence, reports, forms, and other documents as assigned.
Proofs, formats, or drafts ordinances and resolutions for attorney's signature.
Serves as a notary public.
Screens and directs calls and visitors as appropriate; answers questions and provide information to the public; refers citizen complaints and questions to appropriate department staff member or other department for resolution; assists members of the public with questions relating to city ordinances and municipal court cases and procedures.
Maintains legal department files.
Performs office functions including making photocopies and fax transmissions; mailing correspondence and other documents; and gathering, dating and distributing department mails.
Schedule appointments for City Attorney; coordinates schedule with workload; schedules travel arrangements, reservations, daily operations or meetings as assigned.
Travels between various City facilities and to outside businesses and offices to deliver and/or pick up documents, mail, materials, supplies and other items as requested.
Maintains calendar of court hearings and related matters.
Orders supplies and processes payments and reimbursements.
INVOLVEMENT WITH DATA, PEOPLE, AND THINGS
Requires summarizing, tabulating, or formatting data or information in accordance with a prescribed plan to facilitate the identification and extraction of useful information.
Requires serving others such as coworkers and customers, attending to their requests and exchanging information with them.
INVOLVEMENT WITH THINGS:
Handle or use machines, or equipment requiring brief instruction or experience such as computers for data entry, fax, complex copiers, phone systems, and other similar equipment; services office machines including such actions as adding paper and changing toner.
Requires performing skilled work involving rules/ systems with almost constant problem solving.
Requires the use of addition and subtraction, multiplication and division, and/ or calculate ratios, rates and percents.
Requires reading technical instructions, procedures manuals, and charts to solve practical problems such as routine office equipment operating instructions, and methods and procedures for preparing legal documents; compose routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form.
Require performing specialized clerical or entry level professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; application of specialized professional principles and practices or the use of a wide range of administrative methods in the solution of problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure.
JUDGMENTS AND DECISIONS
JUDGMENTS AND DECISIONS:
Requires being responsible to guide other, requiring frequent decisions, affecting the individual, coworkers, and others whom depend on the service or product; works in a somewhat fluid environment with rules and procedures but many variations from the routine.
VOCATIONAL/ EDUCATIONAL AND EXPERIENCE PREPARATION
VOCATIONAL/ EDUCATIONAL PREPARATION:
Requires a High School Diploma, or GED. One year of college education preferred.
SPECIAL CERTIFICATION AND LICENSES:
Requires Notary Public Certification and a Valid Texas Driver's License.
Requires a minimum of two years of work related experience
AMERICANS WITH DISABILITIES ACT REQUIREMENTS
PHYSICAL AND DEXTERITY REQUIREMENTS:
Requires performing sedentary work that involves sitting most of the time, but may involve walking or standing for brief periods of time; requires little or no dexterity.
The job risks exposure to no significant environmental hazards.
Physical requirements include visual acuity, speech and hearing.
The City of Brownsville is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodation to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.
The City of Brownsville participates in a generous retirement plan with retirement opportunities available at 5 or 20 years of continuous service. The City has an exceptional employee and family medical and dental insurance plan.
Employees may also contribute to deferred compensation plans from Nationwide or VALIC or supplemental insurance plans from AFLAC and Colonial Life. Full time employees have an appealing leave plan of sick and annual accumulations totaling 10 days each year. Additionally, the City of Brownsville observes 12 holidays annually.
This class specification should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this job.
The incumbents may be requested to perform job related responsibilities and tasks other than those stated in this specification. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events. This updated job description supersedes prior descriptions for the same position. Management reserves the right to add or change duties at any time.
This position is contingent upon continued availability of funds.
The City of Brownsville does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.
Provides lawyers and other legal personnel with executive-level administrative and secretarial assistance and support; ability to proactively manage all aspects of high-level professionals in a fast paced environment; coordinates and maintains effective office procedures and efficient work flow; follows policies and procedures set by the Firm; establishes and maintains harmonious working relationships with top level management, supervisors and co workers, and clients by performing the following:
Duties and Responsibilities
Manages U.S. & Foreign travel arrangements by securing and finalizing air, hotel, rail and car reservations and ensuring accuracy in scheduling all aspects of travel. Prepares and tracks travel expense reports and other business related expenses using the electronic Accounting system and prepares detailed itineraries
Manages and tracks reimbursements of other firm and client related expenses, such as telephone calls, entertainment, recruiting, etc. using the electronic Accounting system.
Maintains electronic calendar of meetings and appointments, and proactively advises lawyers of responsibilities in advance of commitment. Coordinates luncheons and schedules conference rooms for meetings using the electronic room scheduler.
Reads, responds and highlights emails of importance and keeps lawyers apprised of pressing matters. Develops and maintains email filing system and ensures proper archiving of same. Monitors spam folder for work related emails.
Inputs and maintains contacts in Outlook for assigned lawyers, pursuant to lawyer's preference.
Maintains list of principal contacts or working group lists for each client and matter.
Receives, screens and transmits telephone calls to lawyers and takes messages as necessary, with recognition of and attention to the particular needs of clients. Schedules conference calls for lawyers and effectively manages conflicting appointments. Conveys all necessary information needed for conference calls.
Creates, maintains and updates all client litigation files on a daily basis in accordance with standards set by the Records Management Center using the electronic Records Management database and maintains other files as needed. Must have thorough knowledge of indexing litigation files. Maintains current files for all correspondence.
Facilitates work with the Accounting Department to coordinate and manage tracking of client bills, analyze billing data, and respond to client inquiries/requests. Processes, tracks and apprises status of new business forms, new client/matter reports and conflict of interest checks.
Drafts, inputs and tracks daily time entries for lawyers in electronic Time Billing System, and proofreads and edits time entries for accuracy.
Proofreads and revise all documents, including engagement letters, PowerPoint presentations, memoranda, audit letters, client deliverables, and other correspondence, etc., for accuracy of copy, grammar, punctuation and syntax, and drafts correspondence.
Coordinates and quality checks work performed by Support Services for prompt production and delivery of documents.
Manage lawyers' CLEs to ensure hours are accurate and reported appropriately
Performs other job-related duties such as compiling notebooks and exhibits, and preparing documents in connection with bar association activities. Also performs other administrative tasks as needed.
To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email firstname.lastname@example.org (current employees should contact Human Resources).
Education and/or Experience:
Minimum 3 years of related work experience
Proficiency in MS Office applications
A self-starter and forward thinker who takes strong initiative and shows ownership and commitment
Law Firm Experience
Ability to type 50-60 wpm
Other Skills and Abilities:
In addition to the above, the following may also be required of the successful candidate:
The use of good judgment and strong interpersonal communication skills
Well developed analytical and problem solving skills
The ability to execute multiple projects effectively and efficiently
Excellent organizational skills
Excellent attention to detail
Works harmoniously and effectively with others as part of a team
Exercises confidentiality and discretion
Possesses impeccable grammar skills and proofreads accurately
Sidley Austin LLP is an Equal Opportunity/Affirmative Action Employer
Baker, Donelson, Bearman, Caldwell, and Berkowitz, PC has an opening for a highly skilled litigation secretary in its Chattanooga, TN office. Ideal candidate will have 3+ years of legal experience; have administrative experience, exceptional communication and organizational skills and the ability to work effectively within a group or independently.
Candidate should be proficient in MS Word (high priority), Outlook and Excel and type a minimum of 65 words per minute with high accuracy. This position will support several attorneys. The candidate should be detail oriented and able to work well in a fast paced environment. Responsibilities include preparing legal documents and correspondence, filing with courts, scanning, coordinating meetings, time entry, processing client bills, conducting client conflict checks, transcribing dictation and opening and maintaining client files.
Must provide minimum authorization to work in the United States. Resumes accepted only for job posted. Please click here to apply.
Baker, Donelson, Bearman, Caldwell, & Berkowitz, PC is an equal opportunity employer and all qualified applicants receive consideration for employment and all employees are treated during employment without regard to race, color, sexual orientation, gender identity, marital status, religion, sex, age, national origin, genetic information, physical or mental disability or veteran status.
Contracts and Administrative Law Division
Department of Labor
Open for Recruitment: July 10, 2019 – Open until further notice
Salary Range: Full-Time - DOE – Plus Competitive Benefits.
Location: Boise, Idaho
SPECIAL NOTIFICATION: The Idaho Office of the Attorney General is an equal opportunity employer.
This position is exempt from state classified service, and the rules of the Division of Human Resources and the Idaho Personnel Commission. This is an at-will position. Example of Duties
Will perform a variety of secretarial and administrative duties, including creating, formatting, and proofing letters, envelopes, memoranda, and legal pleadings. Will support two deputy attorneys general in handling court and administrative proceedings, and other state agency legal matters. Position will be located in the main office of the Idaho Dept. of Labor.
At least two (2) years of legal secretary experience, or equivalent combination of experience and training, is required. Must be detail oriented with strong organizational skills, be able to work independently, and have strong grammar and proofreading skills.
Must have working knowledge of Microsoft Word, Excel, and Outlook, and ability to learn new programs. Also, must be able to accurately key 50 words per minute and perform basic mathematical functions.
E-mail (1) cover letter expressing interest in position, and (2) resume to: email@example.com
You may also mail or fax your resume to:
Idaho Office of the Attorney General
Attn: Douglas Werth
Lead Deputy Attorney General
Idaho Department of Labor
317 W. Main Street
Boise, ID 83735
Fax: (208) 335-6125
No telephone calls please.
Legal Secretary - Legal Assistant
3 Positions available with Great attorneys, (antitrust, Government Contracts, litigation and international trade practice groups) Gorgeous offices and an incredible firm culture!
Looking for 2-25 years of legal secretarial experience and up to $92,000 DOE
The Ideal Candidate will have large firm experience and solid tenure in each of their jobs
One of DC’s premier law firms seeks a legal secretary to support 2 very nice partners and one fabulous associate who you will work with much of the time because the 2 partners travel extensively. They all need a very organized secretary to keep them running.
The ideal candidate will be upbeat, have the ability to change gears quickly and above all ORGANIZED. Strong billing and expense report experience needed. These partners are very self-sufficient and really need an experienced secretary to take things away from them that are more administrative.
The ideal candidate will have 3-25 years of legal secretarial experience in a large law firm with solid tenure. This is a fast-paced environment and the partners travel extensively so you need to be very organized. This is why they want a real go-getter that loves legal and being a legal secretary.
You willtype and/or draft correspondence, memorandum and other legal documents. Transcribe legal documents, correspondence and reports from rough draft, dictation or transcription. Open new files, requests conflict of interest checks with appropriate department and maintains all client and general files. Keep files current and filing up-to-date for each client/matters. Handle travel arrangements and screen telephone calls and records messages.
65 wpm typing, solid MS Word and Excel skills (you will be tested) and proficiency in e-filing in state and federal courts is a plus. You will be tested on typing and Word and Excel 2016
9-5:15, occasional overtime and amazing benefits. Close to Farrigut West or Farrigut North Metro stops and very stable. Up to $92,000
Experienced Legal Secretary to assist attorney in working personal injury plaintiff files, including scheduling, interacting with clients & law firms, preparing and filing pleadings & motions, and preparing and serving interrogatories. Good typing skills required.
' Prepare and process subpoenas, appeals, complaints, pretrial agreements, motions, and other legal documents and papers as dictated by attorney.
' Answer, direct and place telephone calls. Take detailed messages or notes as needed.
' Arrange for secure delivery of legal documents, or personally fax and mail correspondence to court officials, clients and witnesses.
' Schedule and arrange recurring or one-time appointments, meetings or conference calls between clients and appropriate legal staff.
' Organize, update and maintain case files, documents both electronically and in hard copy form.
' Make and file photocopies of documents, correspondence and other printed matter.
' Collect records and information under the direction of attorneys, including medical, employment and other pertinent records.
Job Skills & Qualifications
' Minimum of three years as a legal administrative assistant
' Proficient in Word & Word Perfect
' Ability to type at least 65 words per minute
' Superior organizational and interpersonal skills
' Ability to prioritize and multitask efficiently
The Automobile Club of Missouri - St Louis has an opportunity for an experienced Legal Secretary for the ACMO Litigation Department. The ideal candidate will possess the following:
Ability to prepare court pleadings, briefs, correspondence, interrogatories and other discovery demands.
Open litigation files.
Request, review and summarize medical, employment and government records.
Maintain attorney calendars.
Schedule appointments, deadlines, motions, hearings, trials and depositions.
Draft answers to discovery.
File court documents.
Answer telephones for the Legal and Administrative Departments.
Ability to work in a high volume environment which stresses a high degree of productivity.
Type dictation and assist others in the legal department inclusive of other secretaries.
Open and close litigation files and maintain records regarding them.
Handle, sort, and file incoming mail.
Thorough knowledge of Microsoft Windows, Word and Excel preferred.
Friendly and team oriented.
Good keyboarding skills.
Excellent organizational, interpersonal and communication skills, attentiveness to detail, and typing and proofreading skills required.
Bachelor's degree and minimum 4 years of Legal Secretary or paralegal work experience.
Ability to maintain a high degree of confidentiality.
Successful completion of Auto Club pre-employment background and drug screenings.
Chubb is the world's largest publicly traded property and casualty insurer. With operations in 54 countries, Chubb provides commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance and life insurance to a diverse group of clients.
Bunker & Ray, House Counsel for Chubb, is currently seeking a Legal Secretary for its location in Philadelphia, Pennsylvania.
Seeking an energetic individual who will work effectively as a team member with experienced civil defense and employment litigation attorneys and their respective paralegals.
Specific duties include, but are not limited to: Prepare and file pleadings in all venues, including State and Federal Courts, and administrative venues; Review mail on a daily basis; respond to incoming mail and ensure all mail is scanned; Maintain calendar and tickler system for Attorneys; Assist Attorneys in all aspects of case handling from inception of case through trial preparation; Actively monitor all cases, including discussions with claim examiners, clients and experts.
Ensure cases are updated and all data in the case management system is accurate and current; Have thorough knowledge of the Court Rules in all venues; Adhere to all court deadlines; Ensure settlements are recorded, settlement documentation is received and cases closed.
The candidate should be a highly self-motivated individual, demonstrate initiative and have the ability to work independently, as well as in a team environment effectively. The candidate must possess the ability to thrive in a high-volume environment.
In addition, qualifications include:
Excellent communication and organizational/prioritization skills.
Ability to navigate and effectively manage a case management system.
Excellent drafting skills with regard to correspondence and pleadings.
Proficient knowledge of Adobe, e-Filing, Windows 7 and Microsoft Word.
Ability to maintain professionalism under pressure.
Ability to converse in a professional manner with clients, claims, opposing counsel and experts.
Extensive knowledge of both the State and Federal court systems.
Minimum of three years of experience as a defense litigation legal secretary required.
Prior insurance defense experience is preferred.
Chubb strives to offer a diverse and inclusive and rewarding work environment. Teamwork and mutual respect are central to how Chubb operates and we believe the best solutions draw upon diverse perspectives, experiences and skills. We operate in such a way where everyone, regardless of their singular background has the opportunity to contribute to our collective success.
At Chubb we are totally committed to providing equal employment opportunities to all employees and applicants. It is our policy to provide equal employment opportunities to employees and applicants based on job-related qualifications and ability to perform a job without regard to race, sex, color, religion, age, national origin, pregnancy, sexual orientation, gender identity and expression, genetic information, disability or other perceived differences that do not relate to ability, performance and contribution at work.
To provide Partners and Associates with effective high-quality PA support that appropriately meets their requirements, enabling them to focus on providing legal services and client development. In particular, support with effective calendar management; all matters with regard to finance; travel arrangements; communication control (telephone, email and mail); and preparation of complex and often confidential documents and presentations. Shift is 9:30am-5:30pm but candidate should be available to work overtime occasionally if needed.
Minimum of 10 years of experience in a legal administrative assistant/Executive Assistant position
Bachelor's degree preferred
Good working knowledge of MS Word, Excel, PowerPoint and Outlook
Ability to handle high pressure situations with grace
Ability to handle multiple last minute changes
Ability to multi-task
Strong organizational skills required, must be detail oriented
Positive "can do" attitude
Strong team player
Self-motivated and driven
Good communicator and ability to communicate with Management and partners at all levels
Ability to work Overtime
Act as concierge for partner - Daily maintenance of calendars and organization of the day-to-day schedule of attorneys, to include the identification and resolution of potential issues
Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
Proactive management of attorneys to ensure that they attend meetings on time and with the appropriate documents/presentations
Proactive management of emails, voicemails and general mail, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
Planning and coordination of comprehensive travel programs, to include booking flights, hotels, car transfers, and preparation of itineraries etc. in conjunction with Ultramar Travel, the firm's designated travel management company
Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution
Provide Deal/Matter support
Process bills Manage expenses
Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt attorneys where necessary
Chase missing timesheets
Assist Revenue Controller in all aspects in relation to billing, ensuring disbursement invoices are authorized and added to the file in preparation for billing
Coordinate/organize client events
A Corporate M&A legal secretary assists lawyers and other legal personnel with regard to document production and various administrative details; coordinates and maintains effective office procedures and efficient work flow; follows policies and procedures set by the Firm; establishes and maintains harmonious working relationships with all personnel, clients, vendors and guests of the Firm.
Duties and Responsibilities
Types, formats, edits and finalizes documents, including correspondence, memoranda, agreements, etc., in accordance with the Firm's document formatting standards, using a PC with a word processing package and other Firm software.
Organizes clerical functions and work flow.
Enters, proofreads for accuracy and posts lawyers' time diaries on a daily basis (as received from assignments).
Coordinates travel arrangements, including air, hotel and car for lawyers and clients. Processes lawyers' travel expenses.
Proofreads all documents, correspondence, etc., to ensure accuracy of copy, grammar, punctuation and syntax. Checks to ensure accuracy of jobs sent to duplicating service.
Receives, screens and transmits telephone calls, conference calls and messages to lawyers, clients and staff.
Promptly processes incoming and outgoing mail and distributes upon receipt.
Coordinates conferences, meetings and appointments for lawyers and clients. Schedules conference rooms and food service.
Maintains the calendar of meetings and business trips for assignments. Apprises assigned lawyers of their schedules in advance of their commitments.
Coordinates the prompt production, processing and delivery of assignments' work products through Reprographics, i.e. duplicating, messenger and telecommunication services.
Coordinates client billing with billing services, as needed.
Obtains information from library services and makes copies, as requested.
Maintains a safe and unobstructed work area, including a neat and well-organized desk. Demonstrates safe work practices.
Maintains all client files on a daily basis in accordance with standards set by Records Management Center. Maintains other files, as needed.
Performs a variety of secretarial functions, including processing new client/matters and expense reports, preparing notebooks and exhibits, etc.
Performs other work related duties as assigned or as judgment or necessity dictates.
To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email firstname.lastname@example.org (current employees should contact Human Resources)
High school diploma or general education degree (GED); three or more years of related work experience and/or training; or equivalent combination of education and experience.
Thorough working knowledge of Microsoft Word, legal terminology and formats (legal documents).
- Types accurately at or around 65 wpm.
Sidley Austin LLP is an Equal Opportunity/Affirmative Action Employer
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