Litigation Secretary - LONG LAW FIRM, LLP

The purpose of this position is to enhance attorney effectiveness by performing secretarial work of a complex nature and providing information-management support in a highly professional manner.

EducationHigh School Diploma or GED required.

Work ExperienceMinimum of 5 years of legal secretary experience.

Special Skills

• Demonstrated 50 wpm typing skills.
• Moderate to high level of experience with Microsoft Office Suite applications with a particular emphasis on Word and Excel. Basic to moderate level of experience is required for Access and Power Point.
• Intermediate knowledge of WordPerfect and Adobe Acrobat Professional.
• Intermediate level of experience regarding internet and software use/capability.
• High level of integrity.
• Demonstrated ability to ensure confidentiality of client information.
• Coordinates case preparation by producing information via transcription, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

Assists attorneys by performing the following duties: 

• Reading, researching, reviewing, verifying, and routing correspondence, reports and legal documents.
• Initiating telecommunications.
• Organizing client conferences and attorney meetings.
• Scheduling couriers, court reporters, expert witnesses and other special functions.
• Coordinating the preparation of charts, graphs, and other courtroom visuals.
• Preparing expense report.
• Maintains attorney calendar by:
  • Planning and scheduling conferences, teleconferences, dispositions and travel.
  • Recording and monitoring court appearance dates, pleadings and filing requirements.
  • Monitoring evidence-gathering.
  • Anticipating changes in litigation or transaction preparation requirements.

Assists the attorney with the following:

• Communicating and obtaining information.
• Following up on delegated assignments.
• Knowing when to act and when to refer matters to attorney. 
• Documents and inputs attorney billable time and reimbursable expenses. This function also requires invoice preparation and payment tracking responsibilities. 
• Ensures the confidentiality of all client/attorney information. 
• Provides historical reference by developing and utilizing filing and retrieval systems in accordance with firm policy and procedure. Inclusive in this responsibility is the requirement to record meeting discussions, maintain transcripts and document/maintain evidence.
• Maintains and enhances knowledge/skill sets by participating in educational opportunities, reading professional publications, maintaining personal networks and participating in professional organizations.

To perform job successfully, an individual should demonstrate the following competencies to perform the essential functions of this job. The below competencies include but are not limited to:

Communication - Communicates effectively and appropriately. Uses good judgment as to what to communicate to whom as well as the best way to get that accomplished. Speaks in a clear and credible manner, selecting the right tone for the situation and audience. Listens to others and allows them to make their point.

Customer Focus - Personally demonstrates that external (or internal) customers are a high priority. Identifies customer needs and expectations and responds to them in a timely and effective manner. Anticipates and prevents delays or other things that can adversely affect the customer. Keeps customers informed about the status of pending actions and inquires about customer satisfaction with products or services.

Dependability - Makes and fulfills commitments. Has established a pattern of working independently, meeting reasonable deadlines, and accepting responsibility for his or her actions. Willingly makes promises and fully intends to keep them. Arrives at work on time and ready to contribute. Shows up for meetings well-prepared.

Equipment Skills - Demonstrates the essential skills related to the use of all equipment connected to job responsibilities. Displays an appropriate level of concern for various safety factors when using equipment.

Flexibility - Adjusts quickly and effectively to changing conditions and demands. Discusses change as a necessary and inevitable aspect of organizational life as well as an opportunity to learn new things. Has a similar view and approach to potentially stressful situations. Invests personal energy toward accepting and adapting to change that others use toward resisting or resenting it.

Positive Outlook - Tends to stay positive, even when others sound negative or struggle to remain upbeat. Sees and provides others with concrete reasons to believe that things will work out well. Notices and acknowledges things that are going well, especially during stressful times.

Writing Skills - Produces clear and complete written reports that meet the needs of the customer. Written reports use words and tone that are appropriate for the intended audience and are produced and distributed in a timely manner