Status: Non-Exempt
Reports To: Director of Administration
Workplace Type: On-site
Qualifications:Experience: 2 to 5 years of Legal Secretary experience.
Education: High School diploma or equivalent is required; a College degree is preferred.
Skills:
- Excellent written and verbal communication.
- Exceptional attention to detail.
- Ability to multi-task in a high-paced environment.
- Strong prioritization and coordination abilities.
- Confidentiality maintenance.
- Workflow management and project delegation.
- Critical and analytical thinking in pressured situations.
- Effective communication across various staff levels.
- Adaptability to learn new skills as necessary.
Duties and Responsibilities:
Office Procedures & Workflow Management:
- Maintain effective office procedures and workflow.
- Adhere to employer policies and procedures.
- Establish and maintain harmonious working relationships.
Scheduling & Coordination:
- Schedule client meetings and conference calls.
- Arrange business itineraries and travel for lawyers.
- Process travel reimbursements and maintain calendars.
Information Management:
- Organize and coordinate the flow of information.
- Sort, read, and annotate incoming mail and documents.
- Determine routing and necessary follow-ups.
- Answer phones and assist visitors.
Documentation:
- Type and compose general correspondence, memos, legal documents, reports, etc.
- Prepare communications as directed by lawyers.
- Ensure the accuracy and clarity of final documents.
- Organize materials for lawyer review.
- Dispatch correspondence in a timely manner.
Equipment & Systems:
- Utilize equipment such as computers, duplicating machines, scanners.
- Operate systems like iManage, MS Office, Elite, Webview, Chrome River, InTapp.
Filing & Records Maintenance:
- Establish and maintain filing in both hard copy and electronic formats.
- Retrieve information from files as needed.
- Send files to storage periodically and update subscription books.
Billing & Time Entry:
- Enter lawyers’ time daily and send to accounting by month-end.
- Prepare client billing as required.
Research & Data Abstraction:
- Research and abstract information for meetings, projects, and reports.
Desk Manual & Instructions:
- Create and maintain an up-to-date desk manual with specific instructions and responsibilities.
Authorized Actions & Communication:
- Take actions authorized by Attorneys or the Director of Administration using initiative and judgment.
- Notify appropriate parties about attorney status and availability to assist with overflow work.
INDHP
Job Type: Full-time
Pay: From $73,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Education:
Ability to Commute:
- Los Angeles, CA (Required)
Ability to Relocate:
- Los Angeles, CA: Relocate before starting work (Required)
Work Location: In person