Legal Secretary
Location: Philadelphia, Pennsylvania
Description: Reed Smith LLP is employing Legal Secretary right now, this position will be reside in Pennsylvania. For complete informations about this position opportunity kindly see the descriptions. This position is responsible for the accurate completion of work assigned by multiple timekeepers. Responsibilities include word processing, filing, billing, time entry, telephone answering, faxing, scheduling meetings and conference rooms, making travel arrangements, submitting expense reports, calendar maintenance and handling daily mail. Also responsible for assuring correct information is included in various databases including client/matter numbers, name, address lists and marketing mailing lists. All legal secretaries are assigned to a secretarial team which requires that they work as team players, assist with overflow work, maintain a good rapport with service departments and follow procedures and guidelines set by each administrative department.
Essential Functions Completing all word processing work including, but not limited to, memos, letters, charts, check requests, new matter memos, briefs, pleadings, agreements, deeds, leases, tax returns, benefit plans, and other such documents specific to the timekeepers area of practice. Such work may be from hand-written copy, Dictaphone, dictation or edited typed work product. Preparing appropriate word processing billing information and completing word processing exception reports. Proofreading of all work, including reading documents for content and context. Submission of conflicts requests and preparation and submission of new business intake forms for new clients and/or new matters, including preparation of appropriate accompanying engagement letter. Developing proficiency in all other Microsoft Office suite software applications to include PowerPoint and Excel. Duplicating documents, books and other papers as needed. Inputting appropriate duplicating billing information and completing duplicating exception reports. Submitting large duplicating jobs to the Duplicating Department. Accurate preparation of duplicating transmittal sheets. Preparing and maintaining digital temporary and permanent client and office files and chronological daily letter and memo files. Maintaining up-to-date, orderly file indexes for legal documents. Updating of periodicals and loose leaf publications as necessary. Answering and screening telephone calls. Preparing appropriate telephone billing information by programming information into the telephone and by completing telephone exception reports. Providing backup telephone coverage for other team members. . Posting accurate daily entering of timekeeper time records to the accounting system. Maintaining a digital file of daily DTE reports. Working with Billing Department to prepare client billings. Working with Billing Department to resolve billing problems and efficiently processing final billing statements and letters. Maintaining accurate and up-to-date databases such as name/address list client/matter numbers; and marketing databases such as Meridio. Faxing documents or submitting materials to Telecommunications Department for faxing. Accurate preparation of fax transmittal sheets. Scheduling meetings, arranging for conference rooms and making meal arrangements for meetings. Scheduling outside vendor services such as court reporters or expert witnesses. Coordinating timekeepers' calendar with own and reminding of various meetings, appointments, court dates, etc. Liaison with Docket Department. Greeting clients and providing assistance when needed. Working with Firm travel agents to make travel arrangements, including transportation, automobile rentals and hotel reservations. Preparing and submitting proper expense reports to the Accounting Department. Performing other related duties required based upon the unique practice of the attorney, such as, but not limited to, Practice Leader administrative work, practice development or marketing initiatives, committee project work, and Board of Directors responsibilities. In addition, a limited amount of secretarial work for personal matters of the attorney is to be expected.
Requirements
Education:
High School diploma or its equivalent. Certificate or Degree from a Business School is preferred.
Experience:
A minimum of 3 years legal secretarial, executive secretarial or secretarial administrative assistant experience.
Skills:
Strong secretarial skills including typing, proofreading, spelling, grammar and math. Knowledge of PC and Windows applications. Must be able to organize and prioritize workload and use own judgment in decision making on how to adequately and efficiently meet all deadlines. An ability to take the initiative in handling projects and anticipating what needs to be done. An ability to understand and following specific and detailed instructions. Must display a professional manner with clients, attorneys, paralegals and other staff members. Must be able to make productive use of working hours and exhibit strong time and priority management skills. Other
Equipment to be Used:
Personal computer and other office equipment such as telephone, computer based calculator, digital or manual fax machine, duplicating/imaging devices and so on.
Typical Physical Demands:
Manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, telephone, machine and other office equipment. May require lifting up to 20 pounds.
Typical Mental Demands:
Able to deal with stress associated with fast-paced work environment. Assist multiple timekeepers with priorities/tasks on a daily basis. Make judgment decisions and adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels within the Firm as well as clients and others from outside of the firm.
Working Conditions:
Works in a typical office setting. Occasionally called upon to work overtime.
Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401(k) plan.
Qualified candidates only. No search firms. Reed Smith is an Equal Opportunity Employer.
Submit Resume & Salary Requirement to:
Denise M. Papanier
Reed Smith LLP
1650 Market Street
2400 One Liberty Place
Philadelphia, PA 19103
FAX: 215-851-1420
phljobs@reedsmith.com
~ no phone calls please ~
(~M)
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If you were eligible to this position, please give us your resume, with salary requirements and a resume to Reed Smith LLP.
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This position starts available on: Fri, 03 Aug 2012 09:03:05 GMT