Legal Staff Legal Secretary in San Francisco, CA

Law Firm

San Francisco, CA

Legal Staff Legal Secretary in San Francisco, CA

Legal Staff

No

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Legal Secretary The candidate will provide detailed and high-level secretarial and administrative support in a Secretarial Service Center (SSC) consisting of a Team of 2 or 3 secretaries. Coordinate and maintain effective office procedures and efficient work flow; comply with policies and procedures set by the Firm; establish and maintain harmonious working relationships; foster an atmosphere of teamwork and cooperation. Work effectively with other secretaries within the assigned SSC; provide occasional coverage to other SSC's on the floor when needed and volunteer for overflow work assignments when time permits; must be able to collaborate and work in a shared work space and be accessible to both lawyers and other secretaries. Work closely to mentor, share knowledge, best practices and answer any Firm policy and procedural questions for assigned Legal Secretary I incumbents. Provide guidance when necessary and lead by example. Schedule client meetings, reserve conference rooms, coordinates audio visual equipment and food needs via CovReservations. Registers Firm guests through Passage Point. Coordinate all aspects of lawyers travel arrangements (domestic and international) and prepare travel itineraries; monitor and process travel reimbursements in a timely manner; maintain Outlook calendar and monitor crucial due dates for lawyers as required. Organize, coordinate and communicate pertinent information with other team members. Monitor lawyers incoming emails as directed and when required. Answers phones and direct callers as required. Receive, register and assist visitors as required. Type, revise and proofread general correspondence, memos, legal documents, reports in Excel, etc. from various sources (., handwritten notes, tape dictation). Prepare draft communication outlined by lawyer as required. Ensure accuracy and clarity of all work product in a timely manner. Utilize iManage document management system effectively as a central repository for all matter related documents. Establish and maintain records of documentation in a searchable electronic formats (hard copies only when necessary). File hard copy data and documents as necessary in a timely manner. Retrieve information from storage as requested. Send paper files to storage on a periodic basis. Use Records Management System to process files for storage and retrieval. Update subscription books as required. Maintain lawyers time in 3E, proofread and submit finalized time to Accounting on a daily basis (unless client directs otherwise). Maintain knowledge of client requirements for billing and prepares client billing as required. Prepare New Business Matter and updates list of client/matter codes. Maintains and follows through on all client billing matters. Maintain appropriate sense of urgency and completes all work assignments within agreed upon deadlines. Create and maintain up-to-date lawyer preference information supported by the SSC reflecting specific instructions and expectations of the lawyers. Notify Secretarial Supervisor upon arrival every morning, via e-mail, and provide any pertinent information as required. Notify Secretarial Supervisor about availability to assist with overflow work. Coordinate any planned time out of the office (PTO) with Team members prior to submitting request to Secretarial Supervisor for approval. Deliver timesheets to Secretarial Supervisor for approval in a timely manner. All overtime must be pre-approved by Secretarial Services Manager and Supervisor. Mandatory participation in the Secretarial Certification Program. Timely and regular attendance. Perform other duties as necessary and as assigned by your supervisor for efficient functioning of the Department. High School diploma degree is required. College degree is preferred. Should have 3-7 years of Legal Secretary experience. Litigation experience is preferred.