Mokri Vanis & Jones LLP is hiring: Legal Secretary in Newport Beach

Job Description

Who We Are:

Mokri Vanis & Jones, LLP provides a full range of transaction and litigation services throughout California and Nevada. We represent a broad spectrum of clients, from major multinational corporations and financial institutions to family-owned small businesses and private individuals.

About the Role:

The Legal Secretary is a critical member of the team who supports attorneys during all phases of the litigation process, from the initiation of a case to the discovery period, trial preparation, trial, and post-trial in their practice by assisting in the preparation service and filing of legal documents, maintaining files and calendar, and performing general administrative/clerical duties. The ideal candidate is organized, accountable, independent, and reliable with a professional demeanor and communicates and interacts well with attorneys, management, and the rest of the legal support team. He/she must have excellent problem-solving, written and verbal communication, and multi-tasking skills.

What You'll Do:

1. Prepares documents from written and oral dictation; composes drafts, and revises documents, forms, and other items as required.
2. Schedules couriers, notarial services, court reporters, and other special functions as needed.
3. Transmits documents to clients, courts, and other agencies via appropriate method of service.
4. Opens, reviews, and directs incoming mail.
5. Composes, types, and distributes correspondence, including e-mail and faxes, using individual initiative and as assigned.
6. Organizes and maintains electronic file system; processes all documents for appropriate filing.
7. Answers and screens telephone calls, assisting callers whenever possible without giving legal advice; arranges conference calls.
8. Coordinates attorney appointments and due date calendars, ensuring that all dates are communicated with the appropriate party.
9. Prepares jury instructions and trial binders; coordinates trial exhibits.
10. Arranges and coordinates travel and prepares expense reports.
11. Processes client disbursements, expense reports, and timesheets.
12. Ensures that billable hours are input into computer system correctly and in a timely manner depending on individual attorney needs/assignment.
13. Conducts research as requested utilizing appropriate reference sources.
14. Assists in development and implementation of office systems and procedures as needed.
15. Assists with special projects as assigned.
16. Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing as needed.
17. Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
18. Performs other related duties as assigned by management.

About You:

• Dedicated, detail-oriented, and customer-service savvy interactions.
• Ability to interact effectively with a wide range of staff throughout the company.
• Aptitude in identifying and resolving issues in file resolution and litigation timeliness.
• Drafting and analytical skills to update and develop new operational procedures.
• Strong familiarity with civil procedure, including understanding motion content and court filings.
• Skill working with and driving attorneys.

Your Qualifications:

• Associate's degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience.
• Excellent verbal and written communication skills.
• Excellent grammatical and spelling skills.
• Proficient on Outlook and Microsoft products.
• Knowledge of court procedures and rules.
• Commitment to excellence and high standards.
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Strong interpersonal skills.
• Ability to understand and follow written and verbal instructions.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgement with the ability to make timely and sound decisions.
• Creative, flexible, and innovative team player.
• Ability to work independently and as a member of various teams and committees.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Acute attention to detail.
• Demonstrated ability to plan and organize projects.
• Ability to perform diversified clerical functions and basic accounting procedures.
• Ability to effectively communicate with people at all levels and from various backgrounds.