Job Description

LHH is seeking a full-time experienced Legal Secretary in our clients Naples, Florida office supporting multiple practice teams. We are seeking a candidate who is organized and displays a keen attention to detail, with a superb commitment to client service. This individual should be comfortable working independently, as well as part of a team.

ROLES & RESPONSIBILITIES:

• Participates on a client-focused team displaying professionalism, excellent communication skills, and exercising personal judgment under the ultimate direction of assigned timekeepers.
• Prepares correspondence, memos, pleadings, briefs, forms and other documents in proper legal form; files legal documents with appropriate attachments, both electronically and via traditional filing methods.
• Transcribes documents from dictation; proofreads and edits all documents to ensure accuracy and professional appearance.
• Answers telephone calls in a courteous and professional manner; forwards messages to the intended parties; answers non-legal questions. Places phone calls as needed or requested.
• Receives, reads and routes incoming postal mail.
• Arranges for the proper delivery of documents/projects via courier runs, hand-deliveries, Federal Express, UPS, Express Mail, etc.; provides complete information to courier for delivery.
• Maintains calendars and deadline reminder systems (docket) for all case-related dates, including but not limited to appointments, deadlines, and follow-up dates.??Reviews calendar reports generated from docket control system.??Maintains appointment and deadline calendar for attorneys.
• Enters and proofreads time in the billing system; to the extent possible, ensures accurate entry of complete information before each monthly deadline on an as needed basis.
• Opens new files, performs conflict of interest checks through conflicts control system, and maintains all electronic and physical client and general files in a neat and orderly condition.??Closes inactive files in a timely manner and in accordance with the Record Retention & Destruction Policy and Guideline.
• Schedules depositions, hearings, appointments, and conference calls; prepares necessary documents and copies for meetings.
• Requests checks for filing fees, etc. and attorneys' business expense reimbursements.
• Assists with legal assistant work overflow or absence coverage as time permits or needs dictate and as requested by other attorneys, paralegals, or Human Resources representatives.
• Attend staff meetings, training sessions and other required employee meetings.
• Copying, typing, scanning, faxing and any other general office duty as needed.
• Maintains confidentiality in all firm and client matters.
• Assists with other firm work as directed by attorney or paralegal.
• This role is 100% onsite.

QUALIFICATIONS & REQUIREMENTS:

Experience:

Two to three years on the job experience in order to gain an understanding of law office policies and procedures and produce accurate legal documents with minimal supervision.

• 2+ years' experience as a legal assistant or experience in a law firm
• Bachelors degree in legal studies or related field preferred

Required Skills/Abilities:

• Proficient in MS Office Suite and legal document management software with the ability to transcribe legal documents, correspondence, and reports from rough draft, dictation, or transcription at a level of at least 30 wpm.
• Excellent grammar, proofreading, transcription, and organization skills.
• Strong communication skills, both verbal and written.
• Exceptional organizational and multitasking abilities to meet deadlines and manage competing priorities.
• Works independently and completes tasks with minimal supervision.
• Professional demeanor and ability to work well in a team-oriented environment.
• Ability to communicate and follow instructions effectively from a diverse group of attorneys and staff.
• Committed to providing responsive client service.
• Occasional hours outside of normally scheduled hours.

Preferred Skills:

• Knowledge of iManage or other document management systems.

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