Legal Secretary

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Job description

Job Description:

The primary responsibility of the Legal Practice Assistant is to provide relatively routine administrative support, with direct to moderate supervision, to designated attorneys, paralegals, other Legal Practice Assistants and to Perkins Coie LLP as a member of The Team or as a member of The Hub. In addition, as a member of the Perkins Coie LLP professional support staff team, this position is also responsible for promoting and maintaining the good will and reputation of the firm. In this capacity, the Legal Practice Assistant is expected to maintain the highest level of professional conduct and confidentiality.

ESSENTIAL FUNCTIONS

These essential functions are primary job duties that a Legal Practice Assistant must be able to perform unassisted or with some reasonable accommodation.

• Proactively maintain overview of timekeepers' workload and caseload; anticipate next steps and implement follow-up procedures to ensure each task is appropriately tracked and carried through to completion.
• Create, edit, revise, redline, and/or proofread documents from dictation, handwritten, typed, and/or electronic copy.
• Maintain timekeepers' calendars of meetings and business trips, using current software applications, and apprise them of responsibilities in advance of commitment. File paper and electronic documents with appropriate courts and agencies and ensure proper procedures are followed and deadlines are met.
• Receive, screen, and transmit telephone and conference calls in a professional manner and take accurate telephone messages for timekeepers, clients, and staff as required.
• Process and route incoming mail, faxes, and electronic communications upon receipt.
• Prepare outgoing mail (including boxes/packages for shipment) for prompt delivery, arranging for messenger services as needed to meet deadlines.
• Coordinate with docketing specialist, including review of docketing reports for accuracy of dates, to ensure court or agency documents/actions for legal proceedings meet firm docketing requirements.
• Coordinate preliminary conflicts checks with Professional Standards to ensure attorney and firm ability to represent requesting party.
• Prepare new client/matter intake forms and engagement letter.
• Assist with billing process, including daily time entry - entering, proofreading, spellchecking, and releasing - and distribute monthly proformas, and prepare final with cover letter (if appropriate) in accordance with firm or department procedures. Prepare accounting documents as required, including check requests, expense and travel reimbursement requests, and trust documents.
• Coordinate client/attorney/administrative conferences, meetings, and appointments for timekeepers and clients, including conference room scheduling, scheduling visitor offices, meals, preparation of materials, and arrangements with a third party as needed (e.g., court reporter/videographer).
• Coordinate travel arrangements, securing air, hotel, and car plans for timekeepers. Set up and maintain administrative and client files; file electronic and/or paper documents and information promptly and accurately. Maintain file organization and updated indices (office dependent).
• Perform copying, scanning, and faxing tasks.
• Prepare notebooks as required.
• Assume responsibility for miscellaneous tasks and special projects as required. Conduct Internet research as directed by timekeepers.
• Occasionally assist timekeepers with personal work requests, defined in the firm manual as "acceptable tasks."
• Be familiar with and adhere to all firm policies.
• Be present at work during regularly scheduled working hours and as needed in the position, arrive at work on time, and use time wisely during the workday.
• Keep supervisor informed of activities and of any significant problems and/or all personal schedule changes; provide timely and accurate time cards regarding hours worked and days missed.
• Coordinate absences within workgroups; proactively provide assistance to timekeepers in the absence of the regular Legal Practice Assistant, and, when time permits, to other Legal Practice Assistants.
• Adhere to the principles of client and firm confidentiality, as outlined in the confidentiality agreement signed at the time of hire.
• Maintain a clean and uncluttered work area, being sure that confidential materials and valuable items are secure.

SPECIFIC SKILLS PREFERRED

Ability to accurately type 65 wpm, communicate effectively, both orally and in writing, and establish effective working relationships throughout operational groups. Strong command of the English language including excellent spelling, grammar, punctuation, form and style. Good knowledge of personal computer and system utilities or other comparable document production software. Familiarity with basic office equipment. Good organizational skills for prioritizing workload. Ability to compose correspondence. Basic knowledge of library operations and records storage procedures for retrieving materials and files for case work. Basic knowledge of records management. Basic understanding of legal terminology and procedures pertinent to the area of assignment.

EDUCATION AND EXPERIENCE

Requires a high school diploma or equivalent. Previous law firm experience of three or more years or equivalent preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to ten pounds. Specific vision abilities required by this position include close vision and ability to adjust focus.

WORKING CONDITIONS/ENVIRONMENT

Will work in a standard office environment with frequent usage of standard office equipment, including, but not limited to, a personal computer, copy/fax machine, and telephone. Overtime may be required during periods of high workload. NOTE: The statements contained in this job description are not necessarily all-inclusive; additional duties may be assigned, and requirements may vary from time-to-time. While performing the duties of this position, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to ten pounds. Specific vision abilities required by this position include close vision and ability to adjust focus.