Litigation Legal Secretary Job at Choice Specialists, Dallas, TX

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  • Choice Specialists
  • Dallas, TX

Job Description

GENERAL SUMMARY

The Executive Legal Secretary is responsible for providing a full range of administrative support to multiple attorneys in the Litigation Section. The Secretary must have the ability to work in a cooperative, positive manner with all co-workers, clients, and attorneys and must observe confidentiality in all matters relating to the Firm.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Essential functions are primarily job duties that employees must be able to perform unassisted or with some reasonable accommodation made by the employer.
  • Prepares draft documents such as briefs, complaints, motions, subpoenas, and summonses, using firm templates and information from attorneys.
  • Coordinates multi-documents for filing, formatting as appropriate for each court (consistent with litigation filing requirements). E-files in both State and Federal courts, as needed.
  • Enters and maintains all case information in Court Alert (dates, reminders, etc.)
  • Prepares notebooks, binders, exhibits, and other documentation as needed.
  • Opens new client/matter files and runs conflict checks in coordination with the New Business Intake team.
  • Organizes and maintains all documents in the document management system. Maintains documents in an efficient and effective manner.
  • Coordinates document management with either Litigation Support Managers or by saving to the appropriate file management location.
  • Proofreads documents for grammar, punctuation, syntax and formatting consistency.
  • Manages calendar and assists timekeepers in meeting deadlines. Apprises timekeeper(s) of responsibilities in advance of commitment, as needed.
  • Coordinates conferences and meetings, including conference room scheduling, video conferencing scheduling, coordinating meals, and preparing materials, as necessary.
  • Handles billing process under the guidance of the attorney, including time entry and billing memos. Ensures timekeepers time entry is closed in a timely manner.
  • Receives clients and visitors. Maintains excellent customer service with clients. Observes confidentiality of attorney/client relationship. Prepares materials for client meetings, updates client contact lists, interfaces with client questions.
  • Handles check requests, travel expenses and travel arrangements, including airline, car and hotel reservations.
  • Processes new attorneys’ admissions to jurisdictions needed for them to be able to file with the court.
  • Assists attorneys with memberships outside of the Firm, as needed.
  • Coordinates CLE’s for attorneys (submitting for approval, etc.).
  • Reads, sorts and dates incoming mail. Ensures outgoing mail is timely delivered. If necessary, routes mail to specific delivery service and follows up on timely delivery.
  • Prepares materials for publication or speaking engagements.
  • Performs research as needed, utilizing the internet or other web-based programs.
  • Coordinates secretary backup support in accordance with the scheduled time off to ensure assistance is provided as necessary.
  • Adheres to Firm policies and procedures as outlined in the Firm Handbooks.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

  • Bachelor's degree preferred.
  • 3-5 five years Litigation experience required. Mid-to-large size firm preferred.
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel), document management systems (NetDocs), billing software (Carpe Diem) and expense software (Chrome River).
  • Solid experience working in ECF and Texas state e-filing systems. Familiarity with state and federal rules and procedures.
  • Ability to prepare complex documents using advanced word processing features including styles, section formatting, merge, tables, redlining, cross referencing, indices, table of contents, table of authorities, etc.
  • Strong attention to detail, proof-reading skills, organizational skills, and ability to manage time effectively.
  • Excellent interpersonal and communication skills and the ability to collaborate well in a team.
  • Self-starter with the ability to work independently and to perform with a high level of accuracy in a high-volume environment.
  • Ability to multi-task while maintaining a quality work product, balancing workload, and meeting deadlines.
  • Above average customer service skills with a willingness to help others.
  • Ability to work overtime as needed.

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