Senior Legal Secretary Job at SourcePro Search, LLC in New York

We are conducting a search for an experienced Senior Legal Secretary for a top rated law firm to be based in the New York office. This position currently offers a hybrid work opportunity.

The Senior Legal Secretary handles a wide range of administrative duties, stays informed about the firm's practice areas, has expertise in the attorneys' specific fields, and consistently delivers high-quality work.

What You'll Do:

• Drafts complex correspondence and documents (e.g., court forms, pleadings, e-mails responding to client inquiries, etc.) and anticipates attorneys' need for same.
• Demonstrates expertise in department-specific topics, procedures, and software (e.g., draft simple estate plan instruments, perform federal court filings, create closing binders, etc.).
• May assist with ensuring attorney e-mails and documents are properly filed in iManage.
• Prints and organizes a variety of documents received in a range of formats.
• Assumes responsibility for maintaining the highest level of confidentiality of all Firm and client information, records, and files, both within and outside of the Firm.
• Following the Firm's established document processing methods and procedures, creates, edits, and proofreads work product to ensure accuracy and completeness.
• Maintains timekeepers' schedules/calendars, where appropriate. Maintains attorney-client contact information and other pertinent information in the Firm's client contact database.
• Inputs, reviews, edits, and closes time entries through the Firm's web-based time entry program following Firm standards.
• Handles monthly client billing (paper and e-billing). Reviews billing pre-bills for accuracy and completeness. Performs client, matter and timekeeper inquiries, and narrative edits.
• Prepares attorneys' expense reports in a timely manner. Arranges for payment of vendor invoices or checks to be drawn and charged to appropriate client/matter numbers.
• Coordinates travel arrangements through Firm's travel service.
• Generates client conflict checks, opens new matters, and drafts and maintains client engagement letters.
• Coordinates file retention and retrieval with Records Department. Sets up and maintains timekeeper's work files. Indexes and prepares files for off-site storage.
• Answers telephones and accurately takes and relays messages, as requested.
• Accurately transcribes from tapes, handwritten materials and/or dictation.
• Arranges for video conferencing and sets up conference calls.
• Interacts directly with a wide variety of clients in a friendly, helpful, and professional manner.
• Responds to customer/client requests, identifies issues/problems in a timely manner, and seeks feedback/follow-up as appropriate.
• Builds effective working relationships with clients and colleagues.
• Takes initiative beyond routine responsibility.
• Seeks out and accepts new responsibilities.
• Seeks development opportunities to enhance skills.
• Participates in firm training opportunities; participates in training of other employees and staff members to promote cross-training of all employees; assists colleagues in learning new skills/tasks in order to integrate them into the team.
• Volunteers for overflow work and ad-hoc projects as assigned.
• Actively seeks to maximize productivity and promote teamwork.
• Works well independently, while building effective relationships with coworkers.
• Demonstrates dedication to producing quality work product.
• Detailed oriented when completing work assignments.
• Organizes and prioritizes workload appropriately.
• Utilizes resources appropriately to complete work in the most efficient manner.
• Cooperates and demonstrates flexibility when facing change.
• Participates and contributes fully as a team member.
• Demonstrates knowledge of the culture, practices, business, and structure of the firm.
• Demonstrates knowledge and adherence to basic firm policies, procedures and processes.
• Proactively communicates the status of work.
• Understands the need to ask questions and seek guidance.
• Expresses thoughts clearly, accurately, and concisely, both verbally and in writing.
• Seeks ways to utilize technology to improve efficiency, utilizing available technology to carry out job responsibilities.

• Minimum of 3 + years of work experience as a Legal Secretary in a law firm
• Accurate typing skills of a minimum of 55 wpm, along with strong word processing skills utilizing Microsoft Word 2010, Outlook 2010, Excel, PowerPoint, docketing software and client relationship management software.
• Proficiency with .pdf Docs, iManage, Microsoft Outlook and CMS Time Entry.
• Excellent spelling, grammar, and proofreading skills.
• Excellent organizational skills and ability to multi-task, problem solve and arrange workload in order of importance to meet deadlines.
• Ability to work effectively within a team and independently, as workflow dictates.
• Ability to learn and effectively apply new software as required.
• Ability to maintain reliable attendance record and punctuality.
• 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.