Litigation Legal Secretary Job at Choice Specialists in Dallas

GENERAL SUMMARY

The Executive Legal Secretary is responsible for providing a full range of administrative support to multiple attorneys in the Litigation Section. The Secretary must have the ability to work in a cooperative, positive manner with all co-workers, clients, and attorneys and must observe confidentiality in all matters relating to the Firm.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Essential functions are primarily job duties that employees must be able to perform unassisted or with some reasonable accommodation made by the employer.
• Prepares draft documents such as briefs, complaints, motions, subpoenas, and summonses, using firm templates and information from attorneys.
• Coordinates multi-documents for filing, formatting as appropriate for each court (consistent with litigation filing requirements). E-files in both State and Federal courts, as needed.
• Enters and maintains all case information in Court Alert (dates, reminders, etc.)
• Prepares notebooks, binders, exhibits, and other documentation as needed.
• Opens new client/matter files and runs conflict checks in coordination with the New Business Intake team.
• Organizes and maintains all documents in the document management system. Maintains documents in an efficient and effective manner.
• Coordinates document management with either Litigation Support Managers or by saving to the appropriate file management location.
• Proofreads documents for grammar, punctuation, syntax and formatting consistency.
• Manages calendar and assists timekeepers in meeting deadlines. Apprises timekeeper(s) of responsibilities in advance of commitment, as needed.
• Coordinates conferences and meetings, including conference room scheduling, video conferencing scheduling, coordinating meals, and preparing materials, as necessary.
• Handles billing process under the guidance of the attorney, including time entry and billing memos. Ensures timekeepers time entry is closed in a timely manner.
• Receives clients and visitors. Maintains excellent customer service with clients. Observes confidentiality of attorney/client relationship. Prepares materials for client meetings, updates client contact lists, interfaces with client questions.
• Handles check requests, travel expenses and travel arrangements, including airline, car and hotel reservations.
• Processes new attorneys’ admissions to jurisdictions needed for them to be able to file with the court.
• Assists attorneys with memberships outside of the Firm, as needed.
• Coordinates CLE’s for attorneys (submitting for approval, etc.).
• Reads, sorts and dates incoming mail. Ensures outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery.
• Prepares materials for publication or speaking engagements.
• Performs research as needed, utilizing the internet or other web-based programs.
• Coordinates secretary backup support in accordance with the scheduled time off to ensure assistance is provided as necessary.
• Adheres to Firm policies and procedures as outlined in the Firm Handbooks.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Bachelor's degree preferred.
• 3-5 five years Litigation experience required. Mid-to-large size firm preferred.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel), document management systems (NetDocs), billing software (Carpe Diem) and expense software (Chrome River).
• Solid experience working in ECF and Texas state e-filing systems. Familiarity with state and federal rules and procedures.
• Ability to prepare complex documents using advanced word processing features including styles, section formatting, merge, tables, redlining, cross referencing, indices, table of contents, table of authorities, etc.
• Strong attention to detail, proof-reading skills, organizational skills, and ability to manage time effectively.
• Excellent interpersonal and communication skills and the ability to collaborate well in a team.
• Self-starter with the ability to work independently and to perform with a high level of accuracy in a high-volume environment.
• Ability to multi-task while maintaining a quality work product, balancing workload, and meeting deadlines.
• Above average customer service skills with a willingness to help others.
• Ability to work overtime as needed.