Legal Secretary

Profile

Legal Secretary
Duties: Assists legal staff by performing a variety of highly specialized secretarial, technical, and administrative support duties, including taking and transcribing of complex, specialized, or highly technical legal dictation, preparing correspondence, greeting visitors, and maintaining up-to-date files and libraries, basic research, and record keeping. May coordinate the flow of information among work teams, distribute work to other support staff, and assist staff engaged in litigation. Represents a senior-level Legal Secretary. Serves under limited supervision from the General Counsel, designee or Senior Associate General Counsel. May give instructions to clerical staff. Provides a full scope of senior-level secretarial services, often of a confidential or sensitive nature to the legal department having considerable dealings with customers within and outside SCOE, both as individuals and groups. Composes correspondence and other documents of an important and often confidential nature from dictation, brief instructions, notes, or personal knowledge and research. May require the selection and use of formats found in the legal profession. Verifies and corrects grammar and composition as required. Interviews persons to compile often confidential information for legal and administrative records and reports, requiring skill in questioning and prompting the delivery of difficult and sensitive explanations. Maintains budget records, billing systems and files. Prepares and inputs accounting forms, such as attorney expense reports, purchase orders, warehouse requests, budget and staffing requests. Receives and processes accounts payable, receives periodic printouts of financial activity and prepares summary reports. Assists in the budget development process by gathering and compiling required information. Indexes and files correspondence, emails, reports, and other hard copy and electronic materials according to a prescribed breakdown. Independently classifies material when proper classification is not specified in advance. Searches information from files, records, and libraries, compiling and preparing summary reports. May involve statistical calculations, checking, balancing, and other related presentation formats. Prepares materials for attorney presentations and workshops. Coordinates workshops including making conference room reservations, preparing materials and supplies, and obtaining refreshments for attendees. Coordinates attorney travel arrangements, including making hotel reservations, picking up and returning rental cars, and ensuring the office vehicles are maintained. Completes data entry in an accurate and timely manner. Enters attorney time reports into the billing system, proofreads reports, and finalizes reports after attorney review. Proofreads and corrects letters, correspondence, briefs, reports, and other documents to conform with standards of English grammar and composition, and business and legal standards and formats. Maintains attorney calendars, including deadlines, hearing dates, and other important dates, in accordance with the attorney’s preferences. Track deadlines and consult with the attorney as necessary to ensure deadlines are met. Maintains case files and other project files, both electronic and hard copy, in an organized and timely manner. Maintains files and prepares documents relating to collective bargaining negotiations, employee grievances, and other matters of employer-employee relations. Maintains committee records, assists in the preparation of departmental reports by gathering and summarizing information from a variety of sources. Committee proceedings may cover sensitive and confidential information requiring careful handling of written proceedings. Screens incoming calls, mail, and visitors in a professional and courteous manner, evaluating the relative importance of each and independently resolving routine matters or referring to others. Attends non-routine, often confidential, meetings to record significant elements of discussion and record official action verbatim. Prepares files, greets attendees, and initiates follow through communications. May maintain certain fiscal records for the department budget, fund or case account, preparing and distributing invoices, requisitions, expense claims and vouchers. May monitor progress of claims and cases, noting and focusing on critical dates, notifying others of required communications, and working with other departments and staff for testimony and response. Regularly has access to and may gather confidential information relating to collective bargaining negotiations, grievances, and other matters of employer-employee relations. Performs administrative duties and coordinates for special projects or events involving multiple locations. May oversee the work of lower level secretarial and clerical team members. Performs other duties as required to accomplish the objectives of the position.

Company info

Sign Up Now - MiamiCrossing.com